Bottled Market Help – Quick Contents

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

1.1.1 Add to Shortlist

The Shortlist holds records of bottled wine items that a Buyer is a) interested in or b) has made an Offer on. Note that Sample Requests may only be lodged on shortlisted wine (see Sample Requests 3.1.2). To add a wine to the Shortlist;

Click Add to Shortlist button contained within the Bottled wine record. The wine will be added to the Shortlist.

1.1.2 View Shortlist

A summary of the Shortlist is contained in the top right hand corner of the Bottled Market screen. To view the Shortlist;

Click View Shortlist from beneath the Shortlist heading at the top right side of the Bottled Market page. Through the Shortlist it is possible to Offer and respond to CounterOffers, request samples and to see tasting notes on Bottled wine.

1.1.3 Buy Now Deals

To raise a Buy Now Contract Note for a listed Buy Now Deal;

Click Buy
Click Buy Now Deals from under the Enter Bottled Market heading
Select a Buy Now Deal and click Buy Now (or View full listing)
Read through the Buyer Information pop up and click ok
Complete the Offer Selector question. This question defines how the Supplier will deal with the sale in respect to wine equalisation tax and GST.
Confirm the delivery address. The Buyer will assume all costs for delivery of wine to an address other than that contained on the Buy Now Contract Note.
Scroll to the base of the Buy Now Offer and click Buy Now
A Buy Now Contract Note will be sent through to you by email and will sit in Bottled To Be Delivered on your My Buying dashboard.

💡 Note: Alternatively see Buy Now deals by going to Buy/Bottled Market and viewing the full listing of a particular product and accessing the Buy Now Deals that are attached to the base of the listing.

1.1.4 Offer

An Offer button is contained in each Bottled wine record. Clicking the Offer button will raise the Offer form. Bottled Offers are broken into two sections; Bottled Wine Details and Offer Details.

a. Bottled Wine Details

The details section of the Offer describes the wine as uploaded by the Supplier. It also contains several fields that are allocated to the product by Winescape.

Bottled Wine Detail Field Description

Field	Data derived from	Field Description
Buy Offer No	Winescape	Expresses the quantity offers that have been exchanged between Buyer and Supplier.
BR Number	Winescape	Expresses the Sample number relating to the Offer
Product Type	Winescape	Indicates offer pertains to Bottled Market
Brand Name	Supplier upload	Describes the wine brand
Variety	Supplier upload	Variety(s) used in the production of the wine
Vintage	Supplier upload	Vintage represented on label
GI	Supplier upload	GI (Geographical Indication) represented on the label
Item Number	Winescape	Number allocated by Winescape to the product at upload.
Desc	Supplier upload	Description of the wine as supplied by the Supplier. May contain tasting notes or purchase information.
Bottle Supplier	Supplier upload	Manufacturer of the bottle used in the product.
Bottle Code	Supplier upload	Code as set by the manufacturer to identify bottle used in the product
Bottle Size	Supplier upload	Notice of volume the bottle will hold.
Bottle	Winescape	If Supplier has indicated a bottle code then Winescape will insert a description here of the bottle (as described by the bottle manufacturer)
URL	Winescape	If Supplier selects a bottle code then Winescape inserts a link that goes to the manufacturers web page that holds specs for that bottle code.
Closure	Supplier upload	Product either has a Screwcap or Cork closure. Selected by Supplier at upload.
Bottle Colour	Supplier upload	Bottle colour description
Case Size	Supplier upload	Quantity of bottles holding volume contained under Bottle Size in each Case (or Carton).
Quantity Listed	Supplier upload	Total Cases available for sale.
Price per Case	Supplier upload	Price per case exclusive of all tax.
LUC per Bottle	Winescape	Price per case multiplied by 29% (WET Tax).
Warehouse Location	Supplier upload	Location of stock by postcode.

b. Offer Details

Winescape allows Buyers to declare how they intend to use the wine that they looking to purchase. This allows the parties to treat the sale correctly for tax purposes. This will have a bearing on how a Supplier deals with the Offer and is important to enabling Winescape to be able to drive up a contract that is easily understood by both parties. There are four Offer Types (see below).

Offer Types

Winescape asks three questions to start the Offer process;

Are you an Australian Business with an ABN?
Are you intending to export or sell wine within Australia?
Will you be selling this wine to the general public or will you be selling to companies who hold a liquor licence?

The answers to these questions will then allow Winescape to automatically select the correct Offer Type and to generate a WET Exemption notice that is acceptable upon generation of a contract. The WET Exemption can be signed by the Buyer and returned to the Supplier. There are four different Offer types.

Offer Type	Wine Equalisation Tax Status	Standard Clause
International Export Offer	No WET or GST added to Suppliers invoice, no ABN quote.	Wine contained in this contract is intended for export. The Buyer is a company registered in a country other than Australia. Wine Equalisation Tax (WET) and Goods and Services Tax (GST) should not be added to the invoice for wine contained in this contract.
Domestic Export Offer	No WET is added to Suppliers invoice, GST is added. ABN is quoted.	Wine contained in this contract is intended for export. The Buyer is a company registered in Australia and will quote an ABN indicating that wine is intended for GST Free Supply on a form approved by the Australian Taxation Office. The Supplier agrees not to add Wine Equalisation Tax (WET) to the Invoice. Goods and Services Tax (GST) will be added.
Domestic Wholesale Offer	No WET added to Suppliers invoice. GST is added and ABN is quoted.	Wine contained in this contract is intended for resale to companies holding liquor licences within Australia. The Buyer is a company registered in Australia and will quote an ABN indicating that wine is not intended for GST Free Supply on a form approved by the Australian Taxation Office. The Supplier will not add Wine Equalisation Tax (WET) to the invoice for wine contained in this contract. Goods and Services Tax (GST) will be added.
Domestic Retail Offer	WET and GST is added to a Suppliers invoice and ABN is not quoted.	Wine contained in this contract is intended for resale to the general public within Australia. The Buyer is a company registered in Australia and as such requires that the Supplier will add Wine Equalisation Tax (WET) and Goods and Services Tax (GST) to the invoice for wine outlined in this contract.

💡 Note: The Offer Type selected at the first Buyer Offer is maintained throughout the process. It is not possible to alter the Offer Type after the first Offer is executed.

Offer Detail fields by Offer Type

Offer Field	Field Description	International Export Offer	Domestic Export Offer	Domestic Wholesale Offer	Domestic Retail Offer
Buy Offer No:	Derived from site	x	x	x	x
Commitment Quantity:	Buyer enter total quantity of cases required.	x	x	x	x
Delivery Address:	Derives data from Buyer registration however Buyer may alter during negotiation.	x	x	x	x
Despatch Address:	Derives data from Supplier registration however Supplier may alter during negotiation.	x	x	x	x
Drawdown Dates:	Buyer to enter date(s) wine required	x	x	x	x
Drawdown Timetable (under Drawdown Dates)	Buyer to enter quantity required on each Drawdown Date	x	x	x	x
Freight Fee:	Buyer to enter, Freight fee field to raise if Risk of Carriage is DWFF			x	x
Tax Status:	Standard term inserted into the contract depending on tax status of Offer.	See 1.1.4 b Offer Types (Standard Clause)	See 1.1.4 b Offer Types (Standard Clause)	See 1.1.4 b Offer Types (Standard Clause)	See 1.1.4 b Offer Types (Standard Clause)
List LUC per Bottle:	List price per Unit multiplied by 1.29/12 or 6			x	x
List LUC per Unit:	List price per Unit multiplied by 1.29			x	x
List Price per Unit:	From Supplier upload	x	x	x	x
Offer LUC per Bottle:	List price per Unit multiplied by 1.29/12 or 6			x	x
Offer LUC per Unit:	List price per Unit multiplied by 1.29			x	x
Offer Price per Unit:	Buyer to enter price exclusive of tax	x	x	x	x
Payment Terms:	Terms to be entered by Buyer	x	x	x	x
Product Description:	Derived from detail uploaded by Supplier	x	x	x	x
Product Location:	Derived from detail uploaded by Supplier		x	x	x
Product Type:	Derived from site (always Bottled for Bottled Market)	x	x	x	x
Risk of Carriage	Buyer chooses from CFR – Cost and freight CIF – Cost, insurance and freight CIP – Carriage and insurance paid CPT – Carriage paid DAF – Delivered at frontier DDP – Delivered duty paid DDU – Delivered duty unpaid DEQ – Delivery ex quay DES – Delivery ex ship EXW – Ex works FAS – Free alongside ship FCA – Free carrier FOB – Free on board DWF – Delivered with Freight Fee	x	x	x	x
Special Conditions:	Buyer to enter	x	x	x	x

d. Offer Assist

The Offer Assist function allows the user to insert standard clauses into a Winescape Offer. Offer Assist appears as an orange tab at the bottom centre of the Offer screen. Note that the Offer Assist is not an exhaustive list and is intended as quick assistance for basic Offers.

To use Offer Assist to assist with Payment Terms;

Place cursor in the Payment Terms window.
Click Offer Assist tab (orange tab middle bottom of screen)
Click Payment Terms and select Payment Term phrase that suits the Offer your company is looking to make.
The selected clause will populate the Payment Terms window.
Inserted Payment Terms can be modified to suit.

To use Offer Assist to assist with Special Conditions;

Place cursor in the Special Conditions window.
Click Offer Assist tab (orange tab middle bottom of screen)
Click Special Conditions and select Special Condition clause that suits the Offer your company is looking to make.
The selected clause will populate the Special Conditions window.
Inserted Special Conditions can be modified to suit.

1.1.5 Action Options for Raised Offers

Once a Buyer has filled in the Offer form there are three options. Each option may be executed by choosing the appropriate button at the base of the Offer form.

a. Send to Supplier

Clicking Send to Supplier button will send the Offer as it appears through to the Supplier of the wine. 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 Offer and make a decision on how they wish to respond. The Supplier may Reject, Accept or Counteroffer a Buyers Offer from within their own registration. The record (along with a copy of the executed Offer) moves to Bottled Under 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. Once a Draft Offer is saved the record (along with a copy of the draft) moves to Bottled Under Offer.

c. Cancel Offer

Cancelled Offers are deleted. (Top of the page)

2. Manage Bottled 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.

FAQ’s:

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

2.1 Create Bottled Tender

To create a Tender for Bottled wine;

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

2.2 Current Bottled Tenders

To access, view and edit Current Bottled Tenders;

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

2.3 Bottled Tenders Archive

Winescape transfers a Tender to Bottled Tenders Archive upon expiry of the Tender Date. To resurrect the Tender;

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

2.4 Tenders and Shortlisted Wine

a. Shortlist Submitted Wine

A Buyer may Shortlist wine submitted to a Tender. To do so;

Go to Buy.
Click on Current Bottled Tenders under the Manage Bottled Tenders Heading.
Find relevant Tender and click View.
Click Shortlist Submitted Wine.
All wine currently submitted to the Tender will transfer to the Shortlist.

b. Automated Shortlisting

Where a Buyer has loaded a Tender to Winescape all wine that has been attached and not already shortlisted will be automatically shortlisted when the Tender date passes.

c. Shortlist Cross Reference

A Buyer will receive a message when a wine is added to their Shortlist. In addition a cross reference will appear on the product within the Bottled wine record within the Buyers Shortlist. The reference notice to the appropriate Tender is at the bottom left of the product record. The reference appears as;

< Shortlisted from tender: T000123> (Top of the page)

2.5 Sample Requests generated from Bottled Tenders

Once a Tender has been broadcast a Supplier may add their wine to the Tender. A Buyer needs to see samples of the submissions. Once wine is submitted there are two ways a Sample Request is generated;

a. Early Send Requests

Early Send Requests are generated by Winescape administration while the Tender is still running. This gets samples moving. A Buyer will often wish to get as much wine out of the market as possible by advertising a Tender for an extended period but they may also wish to see samples as they are submitted.

b. Automated Sample Requests

Sample Requests from a Bottled Tender are not automatically generated when a Tender expires. Only Winescape administration can generate samples attached to Bottled Tenders.

3. Manage Bottled Buying

FAQ’s:

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

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

– Can I get Winescape emails sent to multiple people?

– What is the Cost?

3.1 Shortlist

The Shortlist is central to buying bottled wine through Winescape. The function of the Shortlist is hold records of those bottled wine items that a Buyer a) is interested in or b) where Sample Requests have been lodged. There are several functions that can be performed to wine from within the Shortlist;

3.1.1 Offer

An Offer button is contained in each Bottled wine record. Raising an Offer is simple. Choose a suitable wine and click the Offer button.

a. Offer Selector (See 1.1.2 a Offer Selector)

b. Offer Types (See 1.1.2 b Offer Types)

c. Offer Fields by Offer Type (See 1.1.2 c Offer Fields by Offer Type)

d. Offer Assist (See 1.1.12 d Offer Assist)

3.1.2 Sample Requests

A Buyer may request samples of shortlisted wine from the Supplier. To request samples;

Find wine of interest from product within the Shortlist.
Click Sample Request button from under the Action heading.
Fill number of bottles required for each Sample Request and a Date Required for delivery of samples.
Click Submit. This action sends all Sample Requests to Suppliers and transfers the Sample Request to Sample Requests Sent.

3.2 Sample Requests Sent

Sample Requests Sent shows requests been lodged with a potential Supplier. It is now up to the Supplier to make a decision on whether or not to supply samples to the request. There are no Buy actions applicable to requests listed here.

A Buyer will be notified by email notice once the Supplier has made a decision. If the Sample Request is rejected the Sample Request record goes to the Sample Request Archive. If the Supplier agrees to provide a sample then the Sample Request moves to Sample Requests in Transit and the Supplier puts samples into their carrier for delivery.

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.

It is possible to make an Offer on a wine related to a Sample Request from within Sample Requests in Transit. It is also possible to Receive a Sample Request which sends the Sample Request to the Sample Request Received.

a. Offer

Click Offer button contained within the relevant Sample Request record. An Offer form will raise. Fill in form. (See 1.1.2 Offer)
Scroll to base of Offer and select Send to Supplier, Cancel Offer or Save as Draft.

b. Receive

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

c. 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. The Sample Request is removed from Sample Request in Transit. Note that the wine will still remain on shortlisted.

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).

There are two actions available to Sample Requests in Sample Requests Received.

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 Bottled Under Offer

Bottled Under Offer holds 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 a wine are listed as links within the Bottled wine record. Each Offer will have a status of Sent to Buyer, Sent to Supplier, Draft Buyer Counter Offer, or Countered. Some of these types relate to Offer records that require a Supplier response and others require a Buyer Response. The process of deciding what to do with Offers requiring a Buyer response is called Making an Offer Decision.

FAQ’s:

– How do I make an Offer for Bottled?

– 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?

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

– What do the terms in Risk of Carriage mean?

– What is Delivery with Freight Fee?

– How do we fulfil the contract?

3.5.1 Making an Offer Decision

A Buyer must make an Offer decision where there are Offers with a Sent to Buyer, Draft Offer or Draft Counter Offer status (See 3.5.4 Offer Status Types requiring a Response).

3.5.2 Offer Decisions on Counter Offers

A Counter Offer from a Supplier has a Sent to Buyer status. Open the Offer by clicking the Review Offer or Review Counter Offer button adjacent to the record of the latest Offer. Scroll to the base of the Offer and select one of three possible options for response.

a. Reject

Ends dealings on the product related to the Offer. A record of the product and all attached Offers and counter Offers is transferred to Bottled Offer Archive. The 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 Offer a Supplier may Accept, Reject or Counter Offer. This process can continue back for forth ten times. On the tenth Counter Offer Winescape archives the transaction. The fields for a Counter Offer are the same as those used on an Offer so see 1.1.2 Offer for further assistance)

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 and clicking Save as Draft. It is also possible to Save as Draft when a 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 that are raised by a Buyer.

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 as it appears through to the Supplier of the wine. 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 Offer and make a (Supplier) Offer Decision. The Supplier Offer Decision is how the Supplier elects to respond to a Buyer 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.

3.5.4 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 Buyer	A Counter Offer lodged by the Supplier in response to a Buyers Offer.	<Sample No> – Buy Offer No: <1.X> <Quantity of Cases> Status: Sent to Buyer	Click Review Offer button adjacent to the Offer status line.
2. Draft Offer	A response to a Supplier Counter Offer that has been filled in and 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 Cases> Status: Draft	Click Review Offer button adjacent to the Offer status line.
3. 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 Supplier at a later date.	<Sample No> – Buy Offer No: <1.X> <Quantity of Cases> Status: Draft Counter Offer	Click Review Offer button adjacent to the Offer status line.

3.5.5 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 Supplier	An Offer sent by the Buyer to a Supplier.	<Sample No> – Buy Offer No: <1.X> <Quantity of Cases> 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 a (Buyer) Counter Offer	<Sample No> – Buy Offer No: <1.X> <Quantity of Cases> Status: Sent to Supplier Countered	Click Status line to view Offer as it was executed.

3.6 Bottled to be Delivered

Bottled to be Delivered holds records of transactions where a sale has occurred. A Bottled to be Delivered record will hold detail of the original product record, Offers and Counter Offers that have been executed on the product and a link to a pdf of the Contract Note between the two parties. A Contract note is the accepted Offer details plus the details that identify each entity (address, contact name, contact numbers and abn).

When a Bottled wine is delivered the product record and it’s associated Offers and counter Offers may be archived by marking the record as Delivered. This will push the record to Bottled Delivered.

3.6.1 Marking a record as Delivered

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

3.7 Bottled Request Archive

Where a Sample Request for Bottled wine is rejected the record of the request is transferred to the Bottled Requests Archive. This is the end of the road for this Sample Request.

3.8 Bottled Offers Archive

Where a Bottled product has had Offer or Counter Offer activity and the request is rejected, the Sample Request and all attached activity is archived to Bottled Offers Archive. This is the end of the Offer and Acceptance process for the transactions related to the Bottled product record.

3.9 Bottled Delivered

Where a Buyer and Supplier have concluded a deal all activity attached to the product record is transferred to Bottled Delivered. To transfer to Bottled Delivered the product record and attached detail (Offers and counter Offers) must be moved by the Buyer from Bottled to be Delivered.

3.10 Document Upload – Buy

Once a Contract has been concluded it is possible to add supporting documents to the Contract. Credit Applications, LIP’s, Purchase Orders can all be added to the Contract. This keeps the documents and the contract together in one place. Uploaded documents are accessible by the other party to a transaction. So a Credit Application that is uploaded by a Supplier is accessible by the Buyer who can then fill it in and upload back to the Contract. The filled in Credit Application will be accessible by the Supplier.

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

There are two sections;

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 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 ever appear in the Suppliers registration.

💡 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.

(Top of the page)

Sell

4. Supply Bottled Market

Within Winescape, Suppliers manage their own supply to market. This promotes our aim to provide real time data to Buyers. 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.

FAQ’s:

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

– What is the Cost?

4.1 My Bottled Listing

My Bottled Listing holds the records of a Buyers uploaded product and allows a Supplier to manage how they supply the Bottled Market.

4.1.1 Current Bottled Listing

The Bottled Listing shows products that are live to the Winescape Bottled Market. To refresh the Current Bottled Listing;

Click Refresh button under the Current Bottled Listing heading.

This will refresh the expiry clock to 30 days. This means that the listing will expire in 30 days (unless a product is edited or the refreshed button is again clicked)

4.1.2 Add to Bottled Listing

To add a product to the Bottled Market;

Click Add to Bottled Product under the Add to Bottled Listing. The Add Bottled Product will raise.
Fill in Add Bottled Product form.

a. Bottled Product Form

Field	Field Description	Entry Options	Required Fields
Brand Name	Brand of product (not producers name)	Text Field. Enter Brand Name	Required
Variety	Variety or combinations of Varieties applicable to the wine.	Drop Down field. Choose Variety from the drop down list. If the product is a blend, choose a second variety. Add Variety in a combination that shows the largest percentage variety first, the second largest variety second and so on.	Required
Vintage	Vintage of product.	Text Field. Enter full vintage of wine. For a 2013 product enter “2013” not “13” or “013”.	Required
GI	Geographical Indication of the origin of the fruit used to make product.	Drop Down field. The drop down menu contains all State, Zones, Regions or Sub Regions defined for Australian wine. The GI to use is the GI that is advertised on the label of the bottled product.	Required
Product Comments	Product Comments may be entered about the product to be listed.	Text Field. Suppliers may enter detail on the product that will assist in a sale opportunity for the product.	Optional
Bottle Supplier	Enter manufacturer of bottle.	Drop Down field. Choose the manufacturer of the bottle used in the product. Note Winescape only lists major Suppliers within the Australian market. If a bottle is used that is not from major suppliers then leave this field blank.	Optional
Bottle Code	Enter Bottle Code as advertised by the bottle manufacturer.	Drop Down field. Choose Bottle Code applicable to the bottle used. Note this field is not compulsory. If a bottle is used that is not in the drop down the field may be left blank.	Optional
Bottle Size	Enter volume of bottle.	Drop Down field. Choose volume from volume options.	Required
Bottle	Enter Bottle shape.	Drop Down field. Choose Bottle shape from options.	Optional
Closure	Enter Closure type.	Drop Down field. Choose closure type from options.	Optional
Bottle Colour	Enter Bottle colour.	Drop Down field. Choose colour type from options.	Optional
Case Size	Enter case size.	Drop Down field. Choose case size from options.	Required
Quantity Listed	Enter total number of cases available for sale.	Number field. Enter total number of cases available for sale.	Required
Price per Case	Enter the price (exclusive of tax) for a single unit of the product.	Number field.Enter the price (exclusive of tax) for a single unit of the product.	Required
Minimum Commitment Qty	Enter the Minimum Commitment Qty that your company is willing to sell in any one sale.	Number field. This field allows a Supplier to indicate the smallest total commitment that the Supplier will negotiate on. Note that the commitment quantity should be divisable by the Minimum Deliver Qty.	Required
Minimum Delivery Qty	Enter the Minimum Delivery Qty that your company is willing to deliver at any one time.	Number field. This field allows a Supplier to indicate the smallest total delivery that the Supplier will despatch. Note that the delivery quantity devides into the commitment quantity.	Required
Maximum Drawdown Period	Enter the total number of months over which your company is willing to despatch product.	Number field. This field allows a Supplier to indicate the maximum amount of time over which a Supplier will despatch product. Note that the delivery quantity divides into the commitment quantity.	Required
Warehouse Location	Enter the Warehouse location (as a single postcode) of the location of the warehouse from which product will be despatched.	Drop Down Menu. This field allows a Supplier to indicate where a Supplier is storing product.	Required
Exclusion Zones	Tick states where the product already has distribution.	If a product has contractual arrangements in a given state then ticking a box for that state will ensure that no licenced registrants from that state will be able to contract for the product through Winescape.	Optional

4.1.3 Edit existing Product

Edit any of the fields contained in the Bottled Product Form by clicking the Edit button included as part of the Bottled Product record as listed in the Bottled Listing.

4.1.4 Delete existing Product

Delete any Product record contained in the Bottled Listing by clicking the Delete button included as part of the Bottled Product record. (Top of the page)

4.1.5 Adding a Buy Now Deal

Buy Now Deals enable a Supplier to raise an irrevocable Offer to a Buyer for a set amount of wine, at a set price and terms, delivered to the Buyers address at a freight rate that is suitable for the delivery address. Buy Now Deals can only be raised against a listed product. To list a Buy Now Deal;

Click Sell and click My Bottled Listing from under the Supply Bottled Market heading.
Make sure the product is listed. Refer 4.1.2 Add to Bottled Listing to get the product listed.
Once product is listed click Buy Now Deals on the right hand side of the product listing.
Refer to the yellow Add New Buy Now box and fill in the Deal Unit (that is the number of cases applicable to the deal), the price per case (ex tax) and the freight table.
Fill in the Payment Terms applicable to the Buy Now Deal from the options in the drop down box.
Once completed you will see that the Buy Now Deal has been added to the product listing and is live to Winescape.

💡 Note: A product must be listed forst before a Buy Now Deal can be added to Winescape.

5. Submit to Bottled Tenders

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

Winescape broadcasts new Tenders to the market in addition to advertising on the home page. By viewing Tenders and submitting wine against Tenders a Supplier may add their wine to a Buyers shortlist. This effectively means that the Buyer knows that Suppliers who have submitted against their published Tender will consider terms and prices as outlined in the Tender.

This has repercussions in how the Buyer will structure Offers and what products that they will Offer on.

FAQ’s:

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

5.1 View Bottled Tenders

A Supplier can access Tenders as follows;

Click Bottled 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 Bottled Listing.

5.2 Submitting to a Bottled Tender

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

5.3 Deleting Bottled wine from a Tender

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

5.4 Bottled Tender Submissions

This section holds records where a Supplier has added Bottled product to a Tender.

5.5 Bottled Submissions Archive

This section holds records where a Supplier has submitted to a Bottled Tender and the Tender has expired.

5.6 Shortlisted Tender Submissions generated from Tenders

The end result for each wine submitted to a Bottled Tender is that the wine will be added to a Buyers Shortlist. The record within the shortlist contains a cross reference to the Tender. This sends a message to the Buyer that the Supplier will consider Offers that are close to the terms contained within the original Tender. There are two triggers where submitted wine is added to a Buyers shortlist.

a. Shortlist Submitted Wine

A Buyer may Shortlist Submitted Wine by drilling into the Tender that they have created and clicking Shortlist Submitted Wines. A Supplier is unable to affect this process (it is up to the Buyer).

b. Shortlist at Tender Expiry.

A submission to a Tender will be added to a Buyers shortlist when the Tender date expires if it has not already been shortlisted by the Buyer. (Top of the page)

6. Manage Bottled Selling

FAQ’s:

– 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 bottled 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. Importantly once a Sample Request is generated it also holds a Winescape id number (the SR number).

The decision to fill a Sample Request is with the Supplier. Once a Buyer generates a Sample Request, the Supplier receives an email with a link to a record of the Sample Request in Manage Bottled 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 Sample Request Decision as to how they wish to process each 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.

a. View and Print Labels

Included in each Sample Request record is a 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 and the Action will execute.
Sample Request will transfer to Sample Request Despatched. Note that the wine will remain on the Buyers shortlist.

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 wine. No action is available to the Supplier until the Buyer makes a decision on how to handle the Sample Request.

6.5 Bottled Under Offer

FAQ’s:

– How do I generate a CounterOffer for Bottled wine?

– 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 fulfil the contract?

6.5.1 Making an Offer Decision

A Buyer must make an Offer decision where there are Offers with a Sent to Supplier, Draft Offer or Draft Counter Offer status.

6.5.2 Offer Decisions on Counter Offers

A Counter Offer from a Buyer has a Sent to Supplier status. Open the Offer by clicking the Review Offer or Review Counter 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.

c. Reject

d. Counter Offer

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

e. 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.

6.5.3 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 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 Offer as it appears through to the Buyer of the wine. The Buyer receives an email notifying them that the counter Offer has been executed. The email notice points the Buyer back to Winescape where they can view the Offer and make a (Buyer) Offer Decision. The Buyer Offer Decision is how the Buyer elects to respond to a Supplier counter Offer.

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 counter Offer by clicking Send to Buyer.

c. Cancel Offer

Cancelled Draft Offers are deleted. If the wine record is already in Bottled Under Offer then it will still be up to the Supplier to make a Supplier Offer Decision.

6.5.4 Offer Status Types requiring a response

There are two 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 Cases> Status: Sent to Supplier	Click Review Offer button adjacent to the Offer status line.
2. Draft Counter Offer	A response to a Buyer Offer or 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 Cases> Status: Draft Counter Offer	Click Review Offer button adjacent to the Offer status line.

6.5.5 Offer Status types not requiring a response.

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

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 Cases> 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 Supplier and where a Supplier has sent a (Supplier) Counter Offer	<Sample No> – Buy Offer No: <1.X> <Quantity of Cases> Status: Countered	Click Status line to view Offer as it was executed.

6.6 Bottled to be Despatch.

As a deal is concluded and fulfillment has occurred there is no reason for the product record and it’s attached Offers and counter Offers to remain in Manage Bottle Selling. To archive the record mark it as Despatched and it will transfer to Bottled Dispatched.

6.6.1 Marking a Sample Request and Contract as Despatched

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

Tender

7. Tender

The Tender section shows a list of all Bottled Tenders that have been listed on Winescape. Where a Supplier has listed a wine against a Tender the wine will show underneath the Tender.

FAQ’s:

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

Indice

The Indice is a unique tool available to clients of Winescape that shows an historical record of all Bulk wine and Fruit listed on the site since we first rolled out in 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. (Top of the page)

FAQ’s:

– 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?

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 roll out in June 2010.

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