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RFQ

Hi All,

Can anyboby tell me the process of RFQ.

Former Member
Former Member replied

Hi ,

Please go through the details provided by SAP

You can create RFQs in any of the following ways:

Manually

You enter all the data for the material or materials for which you wish prices to be quoted.

Copying

You can copy an existing RFQ.

Using the referencing technique

You can reference requisitions or an outline purchase agreement.

Automatically

You can create an RFQ from a requisition automatically. To do so, you must earmark requisitions for RFQ processing. How to do this is described in the section Optimized Purchasing.

Prerequisites

Before creating an RFQ, you should consider the following:

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.

Manufacturer part number: You can also create an RFQ for a manufacturer part number. For more on this topic, refer to Manufacturer Part Number (MPN)).

Creating an RFQ Manually

Choose RFQ/quotation ® RFQ ® Create.

The initial screen appears.

Enter the deadline for submission of quotations, the purchasing organization, and the purchasing group.

Document data

RFQ type: In the standard system, the default value for the RFQ type is AN (RFQ). It is the value we assume for this example.

RFQ: Enter a number only if you use external number assignment. If you leave the field blank, the system will assign a number automatically.

Organizational data

Enter the key for your purchasing organization and purchasing group.

Default data

If you make an entry in any of these fields, the value becomes the default value in each item.

For example, if you enter the delivery date, then this date is suggested in each item. You can change this value at any time.

Press ENTER .

The item overview screen appears.

For each item, enter:

– The number of the material, if the material has a material master record

If the material does not have a master record, then leave the field for the material number blank. In this case, entry of the short text, material group, and order unit is mandatory, however.

– The quantity requested

– The delivery date (day, week, or month - enter the corresponding date category)

– The number of the receiving plant and that of the storage location, if known

To review the detailed information for an item, first select the item. Then choose Item ® Details.

To review such header information as the important deadlines for the RFQ, choose Header ® Details. You can also enter the collective number on this screen.

Choose Header ® Vendor address.

Enter the vendor number. The system will then take the address data from the vendor master record.

If you enter the number of a one-time vendor, you must enter the complete address manually.

Save the RFQ so that the RFQ is created for the relevant vendor.

For each further vendor to whom you want to send the RFQ, enter the vendor number and save the document.

Creating an RFQ by Copying or Referencing

You can save time when creating or changing an RFQ by copying an already existing one or adopting items from a purchase requisition or an outline purchase agreement.

Procedure

In the following example, an RFQ is created by referencing a purchase requisition.

Prerequisite: The requisition you are referencing must have previously been released (approved).

1. Choose RFQ/quotation ® RFQ ® Create.

The initial screen appears.

2. Enter the deadline for submission of quotations, the purchasing organization, and the purchasing group.

3. Choose RFQ ® Create with reference ® To requisition.

4. In the dialog box which now appears, enter the numbers of the reference requisition and the reference item to be adopted. If you do not know the item numbers, simply enter the requisition number.

When you press ENTER , the desired item overview appears.

5. Select the items you wish to adopt.

6. Adopt the selected items from the requisition.

If you wish to change the selected items before adopting them, choose Edit ® Adopt + Details. Make your changes on the item detail screen for each item you have selected.

If you wish to adopt the selected items without changing them first, choose Edit ® Adopt.

The Item overview screen of the requisition being created appears, with the copied items. You can add items, or adopt further items from another purchase requisition via RFQ ® Create with reference ® To requisition.

7. Choose Header ® Vendor address.

Enter the vendor number. The system will then take the address data from the vendor master record.

If you enter the number of a one-time vendor, you must enter the complete address manually.

8. Save the RFQ. An RFQ is created for the vendor in question.

9. Perform steps 7 and 8 again for each additional vendor to whom the RFQ is to be sent.

Entering a Quotation Against an RFQ

1. Choose RFQ/quotation ® Quotation ® Maintain.

The initial screen for maintaining quotations appears.

2. Enter the number of the RFQ and press ENTER.

The RFQ item overview screen appears.

3. You can enter the vendor's price per item on the item detail screen (see steps 4 and 5) or directly on the item overview screen.

4. Choose Item ® Details to enter quotation data on the item detail screen.

5. Enter the vendor’s quotation.

6. Save your data.

Entering Prices

You can enter a vendor's quoted prices in one of two ways:

You enter the net price per unit in the Net price field. This price includes the vendor's normal discounts and surcharges only. Cash discounts (for prompt payment) and taxes (e.g. value-added tax) are calculated separately.

You enter the gross price in the Net price field, and maintain the conditions for the item. Then the system automatically replaces the entered gross price with the calculated net price (see Maintaining Conditions).

If you enter the net price for an item for which pricing conditions have been maintained, the system always replaces the price you enter with the calculated net price.

A warning message draws your attention to this fact, so that you can correct the price with which the system overwrote your input if necessary.

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.

Prerequisites

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 quotations 1 and 2 have pricing data for item 1, but quotation 3 only has price information for item 2, then the system does not have enough information to accurately compare the prices of all three quotations.

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.

Procedure

Choose RFQ/quotation ® Quotation ® Price comparison list.

The selection screen for the price comparison list appears.

Enter the selection criteria for the quotations that are to be compared.

You can enter either a range of quotation numbers or, by entering the collective number, select all quotations belonging to a certain competitive bidding process. It is also possible to select by vendor number and by material number. You must specify either a range of quotation numbers or the collective number.

Choose the comparison values to be used.

Reference quotation

You can compare the quotations within the list with a sample quotation. The system displays the percentage deviation between each quotation in the list and the sample quotation.

Mean/minimum value quotation

The price comparison list can also display a "fictitious" quotation reflecting the average or minimum value of all quotations. Select either the Mean or Minimum value quotation field to choose the type of fictitious quotation.

Percentage basis

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:

– + 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

Price computations

Select the appropriate field to specify which of the following should be taken into account in determining the comparison price:

– Cash discount

– Delivery costs

– Effective price

Choose Program ® Execute.

The price comparison list is generated.

The price comparison list displays the price per item in the base unit stored in the material master record.

Regards

Aasif

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