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EHP7 for SAP ERP 6.0

July 2014

English

Quotation-based Procurement (722)

SAP AGDietmar-Hopp-Allee 1669190 WalldorfGermany

Business Process Documentation

SAP Best Practices Quotation-based Procurement (722): BPD

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Caution

Example

Note

Recommendation

Syntax

External Process

Business Process Alternative/Decision Choice

Typographic Conventions

Type Style Description

Example text Words or characters that appear on the screen. These include field names, screen titles, pushbuttons as well as menu names, paths and options.

Cross-references to other documentation.

Example text Emphasized words or phrases in body text, titles of graphics and tables.

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EXAMPLE TEXT Keys on the keyboard, for example, function keys (such as F2) or the ENTER key.

Example text Exact user entry. These are words or characters that you enter in the system exactly as they appear in the documentation.

<Example text> Variable user entry. Pointed brackets indicate that you replace these words and characters with appropriate entries.



Contents

1 Purpose.............................................................................................................................................. 5

2 Prerequisites...................................................................................................................................... 5

2.1 Master Data and Organizational Data.........................................................................................5

2.2 Checking User Parameters.........................................................................................................6

2.3 Roles........................................................................................................................................... 7

3 Process Overview Table.....................................................................................................................7

4 Process Steps.................................................................................................................................... 8

4.1 Request for Quotation / Quotation...............................................................................................8

4.1.1 Purchase Requisition...........................................................................................................8

4.1.2 Request for Quotation..........................................................................................................9

4.1.3 Maintaining Quotation........................................................................................................11

4.1.4 Price Comparison and Rejection of Quotation...................................................................12

4.1.5 Optional: Quotation Price History.......................................................................................13

4.1.6 Optional: Displaying RFQ / Quotation................................................................................14

4.2 Order Processing...................................................................................................................... 15

4.2.1 Purchase Order with Reference to RFQ............................................................................15

4.2.2 Purchase Order Release....................................................................................................17

4.3 Goods Receipt........................................................................................................................... 18

4.4 Vendor Evaluation..................................................................................................................... 19



Quotation-based Procurement

1 PurposeThe scope item describes the procedure of a buying process based on quotations and includes the following additional functions:

Vendor selection

Purchase order handling

Goods receipt

The procurement for your stores, distribution centers and customers is done in purchasing. This is done using material requirements, which are either entered manually or determined automatically from Material Requirements Planning, Store Orders, Allocation Tables, Promotion, Sales Orders etc. The requirements are either in the form of purchase requisitions or are already in the system as orders and must be completed with entries such as vendor and delivery date. With RFQ (Request for Quotation) processing, quotations can be obtained and vendors selected. Outline agreements such as delivery plans or contracts are considered.

A purchase order can be directed at an external vendor. Aside from MRP, purchase orders are generated by the SAP ERP system as follow-on documents for store orders or replenishment. They can also take the form of manually or automatically created purchase requisitions. Purchase orders can serve as the basis for good receipt, invoice verification and subsequent settlement.

The procedure described here represents one approach for direct procurement of goods for a sales order (individual requirements) from an external vendor. Take particular notice of the Sales Order processing and Materials Requirement Planning processes.

After inquires by central purchasing at different vendors and the subsequent quotations, orders are sent to the selected vendors (via post, fax, telephone or EDI). These vendors send a delivery note in return, which can be referred to during the goods receipt.

The vendor selection process in this scope item uses only the classic selection process of comparing quotations from different vendors. The vendor selection via article planning is not part of this documentation.

2 Prerequisites

2.1 Master Data and Organizational DataFor Customizing Settings take a look at 721 BB Configuration guide.

Default ValuesEssential master and organizational data was created in your ERP 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 are provided in the next section.

Additional Default ValuesYou can test the scope item with other SAP Best Practices default values that have the same characteristics.

Check your SAP ECC system to find out which other material master data exists.



Using Your Own Master DataYou can also use customized values for any material or organizational data for which you have created master data. For more information on how to create master data, see the Master Data Procedures documentation.

Use the following master data in the process steps described in this document:

Fashion Hardgoods Food

ARTIcle VENDOR SELECTION

PCS-01-ART111

(use Variants PCS-01-ART111001 – PCS-01-ART111008)

PCS-01-ART411 PCS-01-ART203

vendor 1 PCS-V111 PCS-V411 PCS-V201



Distr. Center VZ01 VZ01 VZ01

In basic data view of the article, physical dimensions (weight, volume) have to be maintained and the listing of the article in the distribution center is mandatory. Maintain a purchasing price from your vendor and set the field 'Variable Order Unit’ to active (1). Check that the flag 'Automatic Purchase order allowed' in the logistic view is set for your DC.

This article master data must be maintained:

Purchasing

Conditions

2.2 Checking User Parameters

UseIn this step, check the user parameters and the default settings.

Procedure1. On the toolbar, choose Customizing of Local Layout (Alt+F12) button, and select Options…. In

the Options dialog box, choose Visualization 1.

2. Make sure the field: Show keys within All Dropdown Lists is selected.

3. Choose OK.

4. Access the activity using one of the following navigation options:

Transaction code SU3

Toolbar menu System User Profile Own Data

5. On the Defaults tab, make the following entries:

Field name Description User actions and values Comment

Start menu W10T Fixed Values

Decimal Notation 1.234.567,89 Fixed Values



Field name Description User actions and values Comment

Date Format 1 DD.MM.YYYY Fixed Values

6. Save the entries.

2.3 Roles

UseThe following roles must have already been installed to test this scope item in the SAP Netweaver Business Client (NWBC). The roles in this Business Process Documentation must be assigned to the user or users testing this scope item. You only need these roles if you are using the NWBC interface. You do not need these roles if you are using the standard SAP GUI.

PrerequisitesThe business roles have been assigned to the user who is testing this scope item.

Business Role Technical Name Process Step

Purchasing Manager SAP_NBPR_PURCHASER_M

See chapter 4

Retail Non-Seasonal Buyer SAP_NBPR_NONSEASBUYER_RT_S

See chapter 4

3 Process Overview TableProcess Step

External Process Reference

Business Condition

Business Role

Transaction Code

Expected Results

Purchase Requisition (Fashion, Food, Hardgoods) Purchaser

ME51 Purchase requisition number created. Note the number

Request for Quotation Purchaser

ME41

Maintain Quotation Purchaser

ME47

Price Comparison and Rejection of Quotation Purchaser

ME49

Optional: Quotation Price History Purchaser

ME1E

Optional: Display RFQ /

Purchaser ME48



Process Step

External Process Reference

Business Condition

Business Role

Transaction Code

Expected Results

Quotation

Purchase Order with reference to RFQ

Warehouse Clerk

ME21N Standard PO created under number 4500 Write down PO number 4500000.

Purchase Order Release

Purchasing Manager

ME28

Goods Receipt in Distribution Center

Warehouse Clerk

MIGO

4 Process Steps

4.1 Request for Quotation / Quotation4.1.1 Purchase Requisition

UseThe purchase requisition is an optional step before the purchase order, with which one can register material requirements with the distribution center. Then, with the help of the Request for Quotation, the planner can ask different vendors about direct procurement of an article. The purchase requisition is created here manually as a precondition for the RFQ. The purchase requisition would be a follow-on document of the requirements planning.

Procedure1. Access the transaction choosing one of the following navigation options:

Option 1: SAP Graphical User Interface (SAP GUI)

SAP ECC menu Logistics Retailing Purchasing Requirements Planning Purchase Requisition Create

Transaction code ME51

2. On the Create: Purchase Requisition: Initial Screen, make the following entries.

Field name Description User action and values

Comment

Document type NB

Site VZ01

All other fields Blank

Choose Enter.

Article PCS-01-ART111001 (Fashion)

PCS-01-




Comment

ART411(Hardgoods)

PCS-01-ART203 (Food)

Qty requested 100

Un PC

3. Choose Enter.

4. Accept the message: Can delivery date be met? by choosing Enter.

5. If the message: Enter Price in the Possibly: Val. Price field appears, then enter for example, 36 EUR for Fashion Article, 142 EUR and for example, for Food1.4 EUR.

6. Choose Enter.

7. Choose Save.

8. Choose Back (F3) to the SAP Easy Access screen (SAP GUI).

Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business Role

Business role Retail Non-Seasonal Buyer (SAP_NBPR_NONSEASBUYER_RT_S )

Business role menu Purchasing Non-Seasonal Purchase Management Purchase Requisition Create Purchase Requisition

1. On the Create: Purchase Requisition: Initial screen, enter NB in the Document Type field and choose Enter.

2. On the Create: Purchase Requisition: Item Overview Screen make the following entries.


Comment

Material PCS-01-ART111001 (Fashion)

PCS-01-ART411(Hardgoods)


Qty requested 100

Unit of Measure PC

Site VZ01

3. Choose Save.

4. Choose Exit (Shift+F3) to close the transaction.

Result Purchase requisition number created. Make a note of the number.

4.1.2 Request for Quotation

UseThis is a request from a purchasing organization to a vendor for a quotation about the delivery of goods. Request for Quotation (RFQ) can be generated for multiple vendors directly out of the purchase



requisition, or created manually. In retail, it makes sense to determine the optimal vendor by using the RFQ / Quotation procedure.


Option 1: SAP Graphical User Interface (SAP GUI

SAP ECC menu Logistics Retailing Purchasing Purchase Order RFQ/Quotation RFQ Create




Business role menu Purchasing Non-Seasonal Purchase Management Quotation Create Request For Quotation

2. On the Create RFQ: Initial Screen, make the following entries.

Field name Description User action and values Comment

RFQ Type AN

Language Key EN

RFQ Date <Today’s date>

Quotation Deadline <Today + 5 days>

Purch. Organization 1000

Purchasing Group 101

Site VZ01

Storage Location 1001

3. Choose Reference to PReq (Ctrl+F3), in the Selection of Purchase Requisitions dialog box, make the following entries:


Purchase Req. <PR Number> see 4.1.1 Purchase Requisition

Stock article X

Open only X

4. Choose Continue (Enter).

5. Choose the Pur. Req. item line, and then choose Adopt+Details (Shift+F4).

6. On the Create RFQ: Item 0010 screen, enter date + 10 days (weekdays) in the field of Delivery Date.

7. Choose (NWBC: More…) Header Vendor Address from the menu bar

8. On the Create RFQ: Vendor Address screen, enter the following data and choose Enter:


Vendor PCS-V111 (Fashion)

PCS-V411(Hard goods)

PCS-V201(Food)

9. If Choose RFQ Language dialog box appear, please select the corresponding language with Enter.



10. Choose Save. Note down 1st RFQ number.




PCS-V412 (Hard goods)

PCS-V202 (Food)

12. Choose Save. Note down 2nd RFQ number.




PCS-V413 (Hard goods)

PCS-V203 (Food)

14. Choose Save. Note down 3rd RFQ number.


Or


4.1.3 Maintaining Quotation

UseWith a quotation, the vendor answers the purchasing organization’s RFQ. The purchasing organization receives offers from vendors for the delivery of articles at fixed conditions. The offer is legally binding for the vendor for a specified time period.

The incoming quotations with the prices and conditions for the articles are entered into the corresponding RFQ’s. In this way, RFQ and quotation form one entity. The quotation makes it possible for the planner to compare alternative articles, vendor conditions or availabilities. Reference can be made to the specific RFQ data when a quotation is entered.



SAP ECC menu Logistics Retailing Purchasing Purchase Order RFQ/Quotation Quotation Maintain



Business role (name) Retail Non-Seasonal Buyer

(SAP_NBPR_NONSEASBUYER_RT_S)

Business role menu Purchasing Non-Season Purchase Management Quotation Create Quotation

2. On the Maintain Quotation: Initial Screen, make the following entries.

Field name Description User action and values CommentRFQ See 1st RFQ number 4.1.2




Choose Enter.

Net Price Single price 30 EUR f. e. for Fashion Article, 142 EUR for Hardgoods Article and f. e. for Food 1.4 EUR)

OUn PC

Choose Save. Quotation for RFQ ..... maintained

RFQ See 2nd RFQ number 4.1.2

Choose Enter.

Net Price Single price + 3 EUR Food article + 0.3 EUR, Ignore warning message by pressing Enter

OPUn PC


RFQ See 3rd RFQ number 4.1.2

Choose Enter.

Net Price Single price + 7 EUR Food article + 0.7 EUR Accept messages

OPUn PC



Or

Choose Exit (Shift+F3) to close the transaction.

4.1.4 Price Comparison and Rejection of Quotation

Use You can compare prices based on the price comparison list. You can compare the individual quotations per item. The mean value quotation represents the average of the quotations. You can have the system determine the cheapest quotation and send rejections to the other vendors.



SAP ECC menu Logistics Retailing Purchasing Purchase Order RFQ/Quotation Quotation Price Comparison






Business role menu Purchasing Non-Season Purchase Management Quotation Price Comparison List

2. On the Price Comparison List screen, make the following entries.

Field name Description User action and values CommentPurchasing Organization

1000

Quotation 60000.... to 6000… see 4.1.2


PCS-01-ART411 (Hardgoods)


Mean Value Quotation

X

3. Choose Execute. (Note the number of the cheapest quotation).

4. Put cursor on the second column row.

5. Choose (NWBC: More…) Edit Maintain Quotation from the menu bar.

6. Select Rej. Ind.

7. Select article and choose (NWBC: More…) Item Texts Text Overview.

8. Enter Too expensive in the Item texts field.

9. Choose Save. (Quotation for RFQ 600…. Maintained)

10. Put cursor on the third quotation row.

11. Choose (NWBC: More…) Edit Maintain Quotation from the menu bar.

12. Select Rej. Ind.

13. Choose (NWBC: More…) Item Texts Text Overview.

14. Enter Too expensive in the Item texts field.

15. Choose Save. (Quotation for RFQ 600…. Maintained)


Or


4.1.5 Optional: Quotation Price History

UseFor quotations that you accept, you should create an info record. This makes sense when you want to order from the vendor more than once. If there is an info record, the conditions from the quotation are proposed by the system automatically during creation of a purchase order. You can list the quotation price history:





SAP ECC menu Logistics Retailing Master Data Vendor Data Purchasing Info Record List Displays Quotation Price History

Transaction code ME1E


Business role Retail Non-Seasonal Buyer

SAP_NBPR_NONSEASBUYER_RT_S

Business role menu Purchasing Non-Season Purchase Management Quotation Quotation Price History

2. On the Quotation Price History screen, make the following entries.


Vendor blank




For Fashion use PCS-01-ART111 (Head of generic article)

remaining fields blank

3. Choose Execute.


Or


4.1.6 Optional: Displaying RFQ / Quotation

UseHere, you see the general information about the status of individual quotation items.



SAP ECC menu Logistics Retailing Purchasing Purchase Order RFQ/Quotation Quotation Display




(SAP_NBPR_NONSEASBUYER_RT_S )

Business role menu Purchasing Non-Seasonal Purchase Management



Quotation Display Quotation

2. On the Display Quotation: Initial Screen, make entry for the RFQ field. (See4.1.2)

3. Choose Enter.

4. Select the quotation item, choose (NWBC: More…) Item Statistics General from the menu bar.

5. Choose Enter.


Or


7. Access the transaction choosing one of the following navigation options to view RFQ:

SAP ECC menu Logistics Retailing Purchasing Requirements Planning Environment Purchase Order RFQ/Quotation RFQ List Displays By Article

Transaction code ME4M



Business role menu Purchasing Non-Seasonal Purchase Management Purchase Orders RFQs by Article

8. On the Purchasing Documents for Article screen, make the following entries.





Site VZ01

Purchasing Organization

1000

Scope of List ANFR

Purchasing Group 101

9. Choose Execute.

10. Put cursor on chosen RFQ and choose Display Document.


Or


4.2 Order Processing4.2.1 Purchase Order with Reference to RFQ

Use



The goal of order processing is to process purchase orders with the least possible effort. This is why purchase orders make reference to data that already exists in the system.



SAP ECC menu Logistics Retailing Purchasing Purchase Order Purchase Order Create Vendor known

Transaction code ME21N



SAP_NBPR_NONSEASBUYER_RT_S

Business role menu Purchasing Non-seasonal Purchase ManagementPurchase Orders Create Purchase Order

2. On the Create Purchase Order screen, if necessary, choose Document Overview On.

3. Choose Selection variant and choose Requests for quotations.

4. On the Purchasing Documents screen, make the following entries:

Field name User action and values Comment

Material Number PCS-01-ART111 (Fashion)

PCS-01-ART411 (Hard goods)


Choose one article.

For Fashion: use variants, for example, PCS-01-ART111001

remaining fields blank

5. Choose Execute.

6. Choose the 1st RFQ number maintained in step 4.1.4 Price Comparison and Rejection of Quotation.

7. Choose Adopt.

8. If necessary, choose Expand Header (Ctrl+F2). Choose Org. Data tab page, and make the following entries:


Purch. Org. 1000

Purch. Group 109

Company Code 1000

9. Choose Enter. The message Delivery date: next workday is.... possibly appears.

10. If necessary, ignore message about effective price and article price by choosing Enter.

11. Choose Save.

12. If necessary, ignore message No time window assigned for site VZ01 and storage location 1001 with Enter, and confirm the message Do you want to save document or process data? with Save.


Or




ResultStandard PO created under number 4500000X.

4.2.2 Purchase Order Release

UseAll purchasing documents and requisitions can be put thorough release procedure. When a document is created, a release strategy is assigned automatically based on certain conditions (for example, its value). The strategy determines which person, departments or other organizational units must release the document in which sequence. After each of these involved parties has released the document, it can be processed further. The goal of this procedure is to replace the manual signature process with an electronic one and at the same time preserve monitoring and supervision. The person responsible sees the document in the system and designates it as approved by person of legal authority, i.V. or ppa.

The purchasing group 109 includes a purchase order release (see Customizing Guide of 721 Demand-driven Procurement), which means that an automatically created purchase order is blocked and must be released before it can be sent to the vendor. Purchasing documents are always released at header level.

You can also work with SAP Business Workflow. An employee is informed by a work item in his or her in box that a document is waiting to be released. The release is done directly by processing the work item.

Procedure 1. Access the transaction choosing one of the following navigation options:


SAP ECC menu Logistics Retailing Purchasing Purchase Order Purchase Order Release


2. On the Release (Approve) Purchasing Documents screen, make the following entries.


Release code 01

Set Release X

Release Prerequisite Fulfilled

X

Scope of List Purchase Orders

BEST

Purchasing group 109

3. Choose Execute.

4. Choose Release. In NWBC, choose the Release Purchase Order button.

5. Choose Save.



Business role Purchasing Manager

(SAP_NBPR_PURCHASER_M)

Business role menu Purchasing Approval Purchasing Documents Release Purchase Order (Homepage)



1. Choose on the tab page All Purchase Orders Awaiting Release(x).

2. Enter in the Search Criteria Release code 01 and choose Apply.

3. Select your purchase order and press Release Purchase Order.

4. The purchase order is released.

If your purchase order does not appear in the list check the query data: Choose Change Query, enter Release Code 01, Release Group PH, and choose Apply.


4.3 Goods Receipt

UseIn goods receipt two different procedures are possible: goods receipt for purchase order (using transaction MB0A or MIGO) and goods receipt for inbound delivery (using transaction VL32N or delivery monitor). The two procedures should not be mixed up as otherwise the document flow to be updated is not error-free (see Note 199703). In Best Practices for Retail the first method is used. For more information about the goods receipt for inbound delivery take a look at BPD 742 (Warehouse and DC Management).

Procedure 1. Access the transaction using one of the following navigation options:


SAP ECC menu Logistics Retailing Merchandise Logistics Logistics Execution Inbound Process Goods Receipt for Purchase Order, Order, Other Transactions Enter Goods Receipt for Purchase Order

Transaction code MIGO


Business role Retail Non-Seasonal Purchaser

(SAP_NBPR_NONSEASBUYER_RT_S)

Business role menu Purchasing Non-seasonal Purchase Management Purchase Orders Post Goods Receipt for PO

2. On the Goods Receipt for Purchase Order: Initial Screen (screen name Post Goods Receipt for PO in NWBC), make the following entries:


Business Transaction

A01 – Goods Receipt

Business Transaction

R01 – Purchase Order

Document Date DD.MM.YYYY Today’s date

Posting Date DD.MM.YYYY Today’s date

Movement Type 101

Purchase Order Purchase orders of 4.2.1



Purchase Order with Reference to RFQ

Site VZ01

Storage Location 1001

3. Choose Enter.

4. Select Item OK.

5. Choose Post. Confirm any messages if necessary.


Or


4.4 Vendor EvaluationVendor Evaluation eases the selection of supply sources and the control of vendor relationships. It provides exact information about the lowest prices and conditions, helping to ensure your competitiveness. Difficulties that may arise during procurement can be detected quickly and, using detailed information, resolved with the vendor.

The main criteria of the evaluation: Price Quality Delivery Service

You will find an example for execute the vendor evaluation in BPD 721 (Demand-driven Procurement).
