RFQ in Sap The Process Manual

BUSINESS PROCESS DOCUMENT
Customer 1001 CapFrance BAT

Project Name 10-110 le SAP
Module MM Materials Management
Business Process 10-010 Source Determination - RFQ & Quotation
Issue Date 11-Jun-11
Revision 1.0
Customer 1001 CapFrance BAT Effective Date 11-Jun-11
Project Name 10-110 – le SAP Revision No 1.0
Business Proc
10-010 Source Determination - RFQ & Module MM
Quotation
Contents
Contents............................................................................................................................................................................................................... 2
About Document .............................................................................................................................................................................................. 3
Document Control ..................................................................................................................................................................................... 3
Document Approval .................................................................................................................................................................................. 3
Document Approval .................................................................................................................................................................................. 3
Copyright ....................................................................................................................................................................................................... 4
Icons Used ..................................................................................................................................................................................................... 5
1. Introduction ............................................................................................................................................................................................ 8
1.1 Purpose .......................................................................................................................................................................................... 8
1.2 Definitions..................................................................................................................................................................................... 9
1.3 Pre-Requisites ...........................................................................................................................................................................10
1.4 Master Data ................................................................................................................................................................................11
1.5 Business Conditions ...............................................................................................................................................................11
1.6 User Roles ...................................................................................................................................................................................12
1.7 Process Group Overview ......................................................................................................................................................13
1.8 Process Flow ..............................................................................................................................................................................14
1.9 Process Steps - Summary .....................................................................................................................................................14
1.10 Process Steps – In Detail .......................................................................................................................................................15
1.10.1 Initiate ................................................................................................................................. 15
1.10.2 Process: Request for Quotation .......................................................................................... 15
1.10.3 Review & Complete................................................................ Error! Bookmark not defined.
2 Supplementary Processes ...............................................................................................................................................................35
2.1 List of Supplementary Processes ......................................................................................................................................35
3 Document References .......................................................................................................................................................................36
3.1 Record Retention .....................................................................................................................................................................36
3.2 References...................................................................................................................................................................................36
Contents 2
Business Proc
Quotation
About Document
Document Control
Customer Number 1001
Customer Name CapFrance BAT
Project Number 10-110
Project Name le SAP
Document Type Business Process Document
Module MM - Materials Management
Document No 10-010
Document Name RFQ & Quotation
Issue Date 11-Jun-11
Revision 1.0
Document Approval
Document Project Role Name Date
Prepared by Application Consultant 11-Jun-11
Click here to
Reviewed by Project Manager
enter a date.
Click here to
Approved by Project Manager
enter a date.
Click here to
Customer Project Manager
enter a date.
Document Approval
Version Changed by Effective Date Reasons for Change Sections/Pages Revised
Click here to
enter a date.
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enter a date.
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enter a date.
About Document 3
Business Proc
Quotation
Copyright
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 These materials are subject to change without notice. These materials are provided by SAP AG and its affiliated
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About Document 4
Business Proc
Quotation
Icons Used
Use the following symbols selectively where you need highlight a particular portion of the
document and to draw the attention of the user
Icon Meaning
Caution
Example
Note
Recommendation
Syntax
External Process
Business Process Alternative/Decision Choice
Manual Entry
SAP Form generated. Choose Print option
SAP Report generated. Choose Print option
About Document 5
Business Proc
Quotation
Document Preparation Instructions

Please select the text in the column below and replace for each of them at the start of the document
preparation
Replacement Text
Replacement Text Example
Type
[CompanyId] CFB
[CompanyName] CapFrance Bat
[ProcessGroup} Purchasing
[ProcessName] RFQ & Quotation
[Module] MM
To add more
How to do it
1. Press Ctrl-F
2. Select “Replace”
3. Enter the ‘Replacement text type’ in “Find What”
4. Enter the ‘Replacement text’ in “Replace with”
5. Ensure “Match Case” is ticked
6. Press “Replace All”
7. If you have to select a particular open window (as below), then press FN-ALT-PrtSC
simultaneously
About Document 6
Business Proc
Quotation
Example for use of Icons
 Please ensure you have been assigned a user name (Check with System
Administrator)
 Ensure that the role specific to you has been assigned in your User Profile
(Check with System Administrator)
About Document 7
Business Proc
Quotation
1. Introduction
1.1 Purpose
This scenario describes the typical processes used in the construction industry to generate
and process the Request for Quotation (RFQ’s) and Quotations.
To quote the customer, the details of the prices and dates are required for materials,
external services, manpower and Tools or Equipments are required.
For this, you must carry out internal planning for the activities, resources and costs known
of at this time.
Request for Quotations are placed and Quotations are collected from vendors for parts that
have to be procured externally such as materials, accessories, tools or equipment.
Furthermore, project-specific RFQs can be made to subcontractors in order to collect and
compare dates and prices for services. This must be done so that the quotation price can be
created in detail.
Request for Quotation (RFQ)
Definition:
A request for quotation (RFQ) is an invitation extended to a vendor by a purchasing
organization to submit a quotation (bid) for the supply of materials or performance of
services.
Structure:
An RFQ consists of the RFQ header and the items.
 RFQ header
Contains general information on the RFQ, such as the vendor’s address.
 Items
Contain the total quantities and delivery dates for the materials or services specified in
the RFQ.
Quotation
Definition:
 A quotation is an offer by a vendor to a purchasing organization regarding the supply of
materials or performance of services subject to specified conditions.
Structure:
 A quotation is legally binding on the vendor for a certain period. The quotation is the
vendor’s response to a request for quotation issued by a purchasing organization.
Introduction 8
Business Proc
Quotation
 A quotation consists of items in which the total quantity and delivery date of an offered
material or service are specified.
In Purchasing, the RFQ and the quotation form a single document. Prices and conditions
quoted by vendors are entered in the original RFQ.
If you have issued an RFQ to several vendors, you can have the system determine the most
favorable quotation submitted and automatically generate letters of rejection to the
unsuccessful bidders.
You can also store the prices and terms of delivery from certain quotations in an info record
for future accessing.
RFQs can be subject to a release procedure.
RFQs can create in any of the following ways:

1. Manually
Enter all the data for the material or materials or services for which you wish prices to
be quoted.
2. Copying
Copy an existing RFQ.
3. Using the referencing technique
With reference requisitions or an outline purchase agreement.
1.2 Definitions
PR Purchase Requisition
RFQ Request for Quotation
Introduction 9
Business Proc
Quotation
PO Purchase Order
1.3 Pre-Requisites
The following pre-requisites must be completed prior to initiating this process
Activity Description
Current Period Roll MM Period to Current Period,
User id and Role Suitable Roles needs to assign to the user id
MM Configuration Required Configurations of MM will be completed.
In addition to the above pre-requisites, User should have the following the information to
create RFQ.
 Vendors: Do you have a list of suitable vendors for the RFQ? The vendor numbers must
be available.
 Deadlines: What are the important deadlines for bidding, if any (for example, the
deadline for submission of quotations)?
 Number assignment: If your company uses external number assignment, then you
need an RFQ number that falls within the valid number range.
 Collective number: We recommend that you assign the RFQ a collective number. You
enter this number once, and the system copies it for each RFQ you create within a
competitive bidding process.
The collective number enables you to track all RFQs for a given competitive bidding
process. The number can be alphanumeric and up to 10 characters long. You enter it in
the header data of the RFQ.
Introduction 10
Business Proc
Quotation
1.4 Master Data
Essential master and organizational data was created in your SAP system in the
implementation phase, such as the data that reflects the organizational structure of your
company and master data that suits its operational focus, for example, master data for
materials, vendors, and customers.
The business process is enabled with this organization-specific master data, examples which
are provided below
Org. Structure Value Comment

Company Code 1000 Company Code 1000
Plant 1000 Plant Code 1000
Storage Location 1000 Storage Location 1000
Purchasing Organization 1000 Purchasing Organization 1000
1.5 Business Conditions

List one or more business conditions that must have been completed before the user starts this
scenario:
Business Condition Scenario

You have completed all steps described in the Business Process Prerequisite
Documentation Prerequisite Process Steps. These process steps include Process Steps
the step Roll MM Period to Current Period. Perform this activity if the MM
period in the system is not set to the current period. Usually, this
activity has to be done once a month.
Create RFQ with reference to Purchase Requisition Purchase
Requisition
Introduction 11
Business Proc
Quotation
1.6 User Roles
The following roles have been defined for this Process – RFQ & Quotation.
These roles have been designed to fulfill the particular business requirements of the
process.
 Please ensure you have been assigned a user name (Check with System
Administrator)
 Ensure that the role specific to you has been assigned in your User Profile
(Check with System Administrator)
Business Role Technical Name Process Step

Requester SAP_NBPR_PURCHASER-S  Create Purchase Requisition for Materials with or without
material master record
 Change Purchase Requisition
 Display Purchase Requisition
 Create Request for Quotation
 Change Request for Quotation
 Display Request for Quotation
Department SAP_NBPR_PURCHASER-  Release & approve Request for Quotation
Manager M
Introduction 12
Business Proc
Quotation
1.7 Process Group Overview

The following diagram depicts the overall process flow for the Process Group [Process
Group]. The particular process within the scope of this document is highlighted.
Introduction 13
Business Proc
Quotation
1.8 Process Flow

The following diagram depicts the overall process flow for Request for Quotation. The
particular process within the scope of this document is highlighted.
1.9 Process Steps - Summary

The following section describes the process flow diagram in detail
Once you are ready to create the RFQ after having reviewed the pre-
Use
requisites and business conditions
Step Process Step Performed by Description
Check for the Purchase
1 Purchaser
requisitions for RFQ’s
2 Create RFQ Purchaser
Print Draft RFQ (if
3 Purchaser
required)
Submit RFQ for Approval Submittal of RFQ for approval will
4
and notify be thru workflow
Purchasing Manager and others as
5 Approve RFQ
determined by Release Strategy
Notify via email or verbally for
Departmental Manager and others
6 Reject RFQ rejection and if requires for
as determined by Release Strategy
changes in RFQ
RFQ can be transmitted as a
7 Print Final RFQ Purchaser
hardcopy or as PDF
8 Follow up
Result Approved RFQ created, issued to Vendor and follow-up maintained
Introduction 14
Business Proc
Quotation
1.10 Process Steps – In Detail
1.10.1 Initiate
SAP Menu Path Logistics  Materials Management  Purchasing  Request for

Quotation  Create
SAP T-code ME41
Business Role
(NWBC)
Screen View –
1.10.2 Process:
1.10.2.1 Create Request for Quotation
Step Process Step Description

Enter the through Menu path
Enter data when initiating Request or enter the Transaction code
for Quotation in the command box. The
following screen appears
Introduction 15
Business Proc
Quotation
1
2
3
Enter the following field values in the required fields as mentioned below
And choose enter
Enter the Following values in relevant fields (User action and Values) as show mention below
User action and values
Field name Description
( Example )
Identifier allowing
differentiation between the
various kinds of request for AN – Material RFQ
quotation (RFQ) in the SAP ZS – Service RFQ
system. AT – Tendering RFQ
RFQ Type (1)
The RFQ type is proposed As per requirement choose
by the system. However, RFQ Type
you can choose a different
RFQ type if one has been
defined for your system.
The language key
EN – English
designates the language in
AR – Arabic
which you:
Language Key(2)  Display texts
As per requirement choose
 Enter texts
language key
 Print documents.
RFQ Date (3) Date, RFQ was created 11.06.2011

Date by which the vendor
Quotation Dead Line is to submit the quotation. 30.06.2011
This field is used while

RFQ RFQ number creating RFQ, with reference
to any other RFQ
Purchase Organization, A
request for quotation must
Purchase Organization be assigned to a purchasing 1100
organization.
Introduction 16
Business Proc
Quotation
Key for a buyer or a group
of buyers, who is/are
Purchasing Group 001
responsible for certain
purchasing activities?
Enter the data as mentioned above and Choose “Reference to Purchase Requisition”
Reference Purchase
Purchase Requisition 10000508
Requisition Number
Introduction 17
Business Proc
Quotation
Select . The following screen appears.
Choose the Line item and select “Adopt+ Details”.

Enter the following values in respective fields in the next screen
Introduction 18
Business Proc
Quotation
Number that facilitates the
monitoring of the
procurement of required
materials or services.
The requirement tracking
number from the purchase
requisition is copied to the
purchasing documents (for
example: RFQ or purchase
Tracking Number 121001
order) created with
reference to a purchase
requisition.
The requirement tracking
number thus enables you
to group together the
purchasing documents that
exist for a certain material
requirement.
Date on which the goods
Delivery Date are to be delivered or the 02.07.2011
service is to be performed.
Number of Days for First
Reminder/Expediter
Example:
In the event of a delay in
delivery, you can send
messages urging the
vendor to deliver ordered
materials a total of three
times, at intervals of 10
Deadline monitoring days:
1st Remainder/Expediter
 Reminder 1: 10
days (after
delivery date)
 Reminder 2: 20
days ( " " ")
 Reminder 3: 30
days ( " " " ).
Introduction 19
Business Proc
Quotation
Number that facilitates the

monitoring of the
procurement of required
materials or services. This
Requirement Tracking Number 121001
number can relate to a
requisition note or
requirement notice/slip
Number or code facilitating

the collective management
of a number of individual
RFQs (or inquiries) or
purchase orders.
If the RFQs of a particular
procurement process have
Collective number 1111
been assigned to a
collective number, it is then
possible to list and process
all the individual
RFQs/inquiries that are
grouped under this
number.
Start of the period in which
Validity Start the quotation is to be
submitted.
Introduction 20
Business Proc
Quotation
End of the period in which
Validity End the quotation is to be
submitted
Closing Date for
Application
Date by which the bidder
must have indicated his
Apply By.
willingness to submit a
quotation (bid).
Displays the target value

that is entered for each
distribution at header level
for a central contract
You specify this value
manually for each
Target value distribution at header level
of the central contract.
If the specified value is
exceeded, the user sees a
message when creating the
contract release order.
Reference Data
The internal reference
number of the customer or
vendor.
The reference number
usually identifies the
individual who is
Your Reference
responsible for the
document at the customer
or vendor site. It can, for
example, be the person's
initials.
Your company's internal

reference number or code
This usually identifies the
person responsible for the
Our Reference purchasing document in
your company. The
reference number/code
often consists of the
relevant person's initials.
Sales Person at Vendors
Sales Person
Office
Vendor's Telephone
Telephone number Number
Introduction 21
Business Proc
Quotation
Save Save the Document
Result PR created and follow-up maintained
Select Vendor address
Select Header button and enter required data.
Introduction 22
Business Proc
Quotation
Enter the required data in the respective fields and save
Save
Result Request for Quotation(RFQ) is created
Introduction 23
Business Proc
Quotation
1.10.2.2 Approval (Release) Procedure
 This process of approving (clearing, or giving the "green light" to) a created Request for
Quotation.
 The purchasing Manager will release as per approval procedures defined.
For Approval of Request for Quotations, proceed as follows.
Once you are ready to Release the RFQ after having reviewed the pre-
Use
requisites and business conditions
Process Step Performed by Description
Check for any Request for Check for any Request for
1 Purchase Manager
Quotations for Approval Quotations for Approval.
2 Check for Vendors Purchase Manager Check the assigned vendors
Check for Quotation dead line
3 Check for Dates Purchase Manager
dates
Check for Terms of Check for the Terms of Delivery
4 Purchase Manager
Delivery and payments and Terms of payments
If the above conditions are
Accept Request for
5 Purchase Manager satisfied, then release the RFQ for
Quotation
further process.
Approved Request for Quotation. It is issued to Vendor and follow-up
Result
maintained

Quotation  Release
SAP T-code ME45
Business Role
(NWBC)
Screen View –
1.10.3 Process:
1.10.3.1 Release Request for Quotation
Introduction 24
Business Proc
Quotation
Enter data when initiating Release or enter the Transaction code
Request for Quotation in the command box. The
Enter Release
Code
Enter the required fields and execute (F8), , RFQ will display for release
Select release indicator,

Result Request for Quotation (RFQ)is released
Introduction 25
Business Proc
Quotation
1.10.3.2 Maintain Quotation
After a while, the quotations arrive from the vendors. You enter the quotations in the system
and use the collective number to help you do this.

Quotation  Maintain
SAP T-code ME47
Business Role (NWBC)
Screen View –

or enter the Transaction code
Enter data when Maintain Quotation
in the command box. The
Enter RFQ
Number
Introduction 26
Business Proc
Quotation
Choose Enter
Enter the Net Price, given in Vendor Quotation
Save.
Repeat the procedure for all other Quotations.
Other RFQ’s are 6000000124, 6000000125
Result Quotaions Maintained
Introduction 27
Business Proc
Quotation
1.10.3.4 Comparing Quotations
You can compare the prices from all quotations received as a result of a competitive bidding
process using the price comparison list. The comparison list ranks the quotations by item
from lowest to highest price.
Pre-requisites:
Before you generate the price comparison list, you need to consider the following:
 If possible, each quotation should have pricing data for the same item. Only then is the
correct interpretation of the mean and total values possible.
 If a quotation is submitted in a foreign currency, the price is automatically translated into
the currency of the company code, which is determined by your purchasing organization.
You should therefore make certain that up-to-date exchange rates are defined in your
system.
Introduction 28
Business Proc
Quotation
SAP Menu Path Logistics  Materials Management  Purchasing  RFQ/Quotation

 Price Comparison
SAP T-code ME49
Screen View –

Enter data when initiating or enter the Transaction code
Quotation comparison Process in the command box. The
Enter Purchase
organization
Enter Quotations
Enter the required values in the relevant fields, as mentioned in the below table
User action and values
Field name Description
For Example,
Purchase Organization, A
request for quotation must be
Purchase Organization assigned to a purchasing 1100
organization.
Alphanumeric key uniquely

Quotation From and To identifying the document. 6000000123-6000000125
Introduction 29
Business Proc
Quotation
Number or code facilitating the
collective management of a
number of individual RFQs (or
inquiries).
If the RFQs of a particular
procurement process have
Collective RFQ
been assigned to a collective
number, it is then possible to
list and process all the
individual RFQs/inquiries that
are grouped under this
number.
Vendor Vendor Account Number
Material Material Number
Select this indicator if the
basis for comparison is to be
Mean Value Quotation Compute Mean-value Quotation the average price from all
quotations.
Select this indicator if the

Compute Minimum-value basis for comparison is to be
Minimum Value Quotation
Quotation the lowest price from all
quotations.
The price comparison list
displays the percentage of each
item in relation to the
maximum, minimum, or
average price. To determine the
display type, enter one of the
following:
Percentage Basis
– + Highest value for each item
is the 100% value
– - Lowest value for each item
is the 100% value
– "_" Mean value for each item
is the 100% value
Select the appropriate field to

specify which of the following
should be taken into account in
determining the comparison
Price Computations price:
– Cash discount
– Delivery costs
– Effective price
Execute Execute the transaction
Introduction 30
Business Proc
Quotation
Execute
From the above,

The value of Quotation no: 6000000123 is lower than the other Quotations, it is raked as 1.
Introduction 31
Business Proc
Quotation
Go to Edit Save Market Price
Choose
Result Display List of Quotations with Ranks
Introduction 32
Business Proc
Quotation
1.10.3.5 Rejection of Quotations
From the Quotation comparisons, rejected vendors will intimate through Rejection notifications.

Quotation  Maintain
SAP T-code ME47
Screen View –

or enter the Transaction code
Enter data when Maintain Quotation
in the command box. The
Enter RFQ
Number
Introduction 33
Business Proc
Quotation
Choose Enter
Select the Check box “R”: and Save.

R - Specifies that the vendor is to receive a rejection letter in respect of his quotation.
Result Quotation rejected and a rejection letter is sent to vendor
Introduction 34
Business Proc
Quotation
2 Supplementary Processes
2.1 List of Supplementary Processes
Process Name Description

Change Quotation Amendment of Quotation
Display Quotation Display of Quotation
Supplementary Processes 35
Business Proc
Quotation
3 Document References
3.1 Record Retention
Outputs Retention Period/Remarks

Quotations 5 years
3.2 References
Type of Document Reference

Company Policy
ISO 9000 Clause
Quality Manual
Quality Procedure
Document References 36
Business Proc
Quotation
Solution built on SAP Business All-in-One and SmartBuild from ROFF
All rights reserved
Copyright Inntree Technology Services Middle East 2010-2011
Document References 37

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BUSINESS PROCESS DOCUMENT

Customer 1001 CapFrance BAT

Business Process Alternative/Decision Choice

SAP Form generated. Choose Print option

SAP Report generated. Choose Print option

Document Preparation Instructions

Example for use of Icons

Request for Quotation (RFQ)

RFQs can create in any of the following ways:

The following pre-requisites must be completed prior to initiating this process

Org. Structure Value Comment

1.5 Business Conditions

Business Condition Scenario

Business Role Technical Name Process Step

1.7 Process Group Overview

1.8 Process Flow

1.9 Process Steps - Summary

Result Approved RFQ created, issued to Vendor and follow-up maintained

SAP Menu Path Logistics  Materials Management  Purchasing  Request for

1.10.2.1 Create Request for Quotation

Step Process Step Description

And choose enter

RFQ Date (3) Date, RFQ was created 11.06.2011

This field is used while

Select . The following screen appears.

Choose the Line item and select “Adopt+ Details”.

Number that facilitates the

Number or code facilitating

Displays the target value

Your company's internal

Select Vendor address

Select Header button and enter required data.

Enter the required data in the respective fields and save

Result Request for Quotation(RFQ) is created

1.10.2.2 Approval (Release) Procedure

For Approval of Request for Quotations, proceed as follows.

Process Step Performed by Description

SAP Menu Path Logistics  Materials Management  Purchasing  Request for

1.10.3.1 Release Request for Quotation

Select release indicator,

SAP Menu Path Logistics  Materials Management  Purchasing  Request for

1.10.3.3 Maintain Quotation

Step Process Step Description

Enter the Net Price, given in Vendor Quotation

SAP Menu Path Logistics  Materials Management  Purchasing  RFQ/Quotation

Step Process Step Description

Alphanumeric key uniquely

Select this indicator if the

Select the appropriate field to

Execute Execute the transaction

From the above,

SAP Menu Path Logistics  Materials Management  Purchasing  Request for

1.10.3.6 Maintain Quotation

Step Process Step Description

Select the Check box “R”: and Save.

2.1 List of Supplementary Processes

Process Name Description