Business Process Procedures

SAP Best PracticesDirect Freight Tendering (T71): BPD

SAP TM 8.0SAP ERP 6.0 EhP 5SAP II 3.6.1

OctoberAugust 2000 2011August 2000EnglishEnglish

APODirect Freight Tendering (T71)

SAP AGDietmar-Hopp-Allee 1669190 WalldorfGermanyBusiness Process Documentation

SAP AGPage 25 of 25Copyright

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External Process

Business Process Alternative/Decision Choice

Typographic Conventions

Type StyleDescription

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

EXAMPLE TEXTNames of elements in the system. These include report names, program names, transaction codes, table names, and individual key words of a programming language, when surrounded by body text, for example, SELECT and INCLUDE.

Example textScreen output. This includes file and directory names and their paths, messages, source code, names of variables and parameters as well as names of installation, upgrade and database tools.

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

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

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

Contents

1Purpose62Prerequisites72.1Master Data and Organizational Data72.2Roles92.3Preliminary Steps103Process Overview Table134Process Steps154.1Create Sales Order154.2Check Freight Order164.3Check E-Mail Inbox for RFQ Notification174.4Accept RFQ184.5Track Tendering Progress194.6Award Quotation204.7Check E-Mail Inbox for Tendering Result Notification204.8Carrier Commissioning (Print Freight Order)214.9Send Message for ERP Outbound Delivery Creation234.10Send Message for ERP Shipment Creation244.11Check ERP Shipment24

Direct Freight Tendering

Purpose The direct freight tendering scenario is intended for shippers wanting to contact a specific forwarding agent to arrange transportation services. The main focus of direct freight tendering is to determine carrier availability. Prices are not relevant as they might be already contracted with the forwarding agent.

PrerequisitesMaster Data and Organizational DataThe organizational structure and master data of your company was created in your ERP system during implementation. The rapid-deployment solution processes are configured using sample master data as outlined below.

Using Your Own Master Data and Organizational DataYou can also use customized values for any material or organizational data for which you have created master data. You will need to adjust configuration to enable the rapid-deployment solution tendering processes using your own master data and organizational data.

ERP Organizational Data:Org-StructureValueDescription

Sales Organization1000Dom. Sales Organization

Distribution Channel10Direct Sales

Division10Product Division 10

Shipping Point1000Shipping Point 1000

Transportation Planning Point0001City 01

Customer Master DataCustomer (SAP ERP)DescriptionLocation (SAP TM)Business Partner (SAP TM)

TM_CUST02Customer 02, CA 96001CU0000150002@RD5020150002

Customer master data are created in SAP ECC and transferred to SAP Transportation Management via the Core Interface (CIF) using transaction CFM1.

Carrier Master Data CarrierDescriptionCommunication TechniqueUser for PortalPassword

500003Carrier 03PortalYT_CAR03YT_CAR03

Transportation service providers are created in SAP ECC as vendors with a specific account group and transferred into SAP TM via CIF.

Material Master Data MaterialDescription

TM_PROD01Product 01

Material master data are created in SAP ECC and transferred to SAP TM via CIF.Transportation Zones Transportation ZoneDescription

TM_ZONE11st level zone (zone TM_960 assigned to this zone via zone hierarchy)

TM_9602nd level zone (location TM_CUST02 assigned to this zone via postal code)

Customer transportation zones (3-digit transportation zones) are created in SAP TM. Further transportation zones for grouping (in this case TM_ZONE2) are also created directly in SAP TM.ResourcesResourcesDescription

TM_TRUCK_FTLCapacity: 50.000 LB, volume 1.900 FT3

Resources are created directly in SAP TM.

Transportation LanesTransportation Lanes

From Location/ZoneTo Location/ZoneMeans of TransportCarrier

SP1000@RD5120TM_960YT_FTL500003

Transportation lanes are created directly in SAP TM.

RolesUseThe following roles must have already been configured to run this scenario with SAP NetWeaver Business Client (NWBC). The roles in this business process documentation must be assigned to the user or users processing this scenario. You only need these roles if you are using the NWBC user interface. You do not need these roles if you are using the standard SAP GUI.PrerequisitesThe business roles have been assigned to the user testing this scenario.

Business RolesThis scenario requires some different departments and employees (internal and external) to work together through the process.

Sales Assistant (Internal)The business process starts with a sales order. In this case, one person from the sales department is responsible for the creation of sales orders from customers. This person therefore has direct contact with the customer and inserts all the relevant information (e.g. customer-specific information about loading and unloading times, preferred carrier etc.) into the ERP sales order. If the customer makes any changes to his order (changes the quantity for instance), this person updates the sales orders in the system.

The scenario starts with a sales order. The sales person knows which special carrier has to ship this order. This could be dependent on the materials or products that need to be shipped, or it might be that only this carrier operates in a particular country etc.

Transport Specialist (Internal)Once the outbound delivery is created in the system, one other person from the transportation department needs to create the ERP shipment. This person is responsible for all transport-relevant information, such as: Own or external truck fleet information Times and dates Distance and durations Printing all relevant transportation documents Manual/automated transportation planning Planning optimization Relevant means of transport Shipping type Shipping conditions Stages and hubs Partner information Tendering information etcThis person collects all this information and then creates the ERP shipment, which can include several outbound deliveries. Once the shipment creation process is complete, this person changes the status of the ERP shipment in order to hand over the shipment to the next responsible person; in this case, the tendering manager.

Tendering Manager (Internal)The tendering manager is the person responsible for the tendering process and, therefore, the person who sends out the shipment to the carrier. During this process, the tendering manager checks the entire communication between his company and the carrier. If the external carrier accepts the shipment request, the tendering manager will evaluate the incoming offer and select the best offer, sending all relevant information to the successful bidder and canceling all other offers.

Customer Service Agent (External)The customer service agent is an employee of the external carrier company. This person is responsible for all incoming transportation requests from customers of this logistics services provider (LSP). As a result, this person receives all the relevant information from external customer requests and evaluates these documents. If the LSP is able to provide a truck for this request, this person processes the request. During this process, the customer service agent checks the entire communication between his company and the customer.If the external customer accepts the offer, the customer service agent will receive an order by e-mail, fax, or EDI from the customer and then trigger all the relevant steps within the company to fulfill the order.

Technical Roles

SAP ERP:Business RoleTechnical NameProcess Step

Sales AssistantSAP_LO_SD_SALES_ORD_PROCESSINGAll steps performed in SAP ERP relating to sales orders

SAP TM:Business RoleTechnical NameProcess Step

Tendering Manager/SCMTMS/TENDERING_MANAGERTendering process

External:Business RoleTechnical NameProcess Step

Customer Service AgentPortal UserTendering process

These roles include the transactions required for the steps described in the process documentation in hand. You can work with your own roles if they contain the transactions mentioned in the Process Overview Table section.

1.1 Preliminary Steps

Maintain E-Mail Address for Subcontracting Notifications

To receive notifications for published freight RFQs, rejected quotations, and awarded quotations by e-mail, you must maintain the e-mail address of the user performing the process steps at the carrier.

In this scenario, you need contact persons with internet users for the following carriers:

CarrierContact-Person (BP Number)Name of Contact PersonE-mail-AddressUser Name/ Password

500003Steve Sourxxx@xxx.deYT_CAR03 / YT_CAR03

Procedure to Determine Contact Person for a Carrier

1. Choose:SAP SAP Menu Master Data General Define Business Partner

Transaction CodeBP

2. Choose Business Partner Open or press - F5.3. A dialog box opens: Enter the business partner no. of the carrier for which you want to maintain a contact person.4. Choose the Relationships pushbutton or press - F1 5. Contact persons are displayed with description has Contact Person. Select the line and choose the Partner Detail pushbutton. 6. A dialog box appears displaying ID and Name of the contact person. Choose the Display pushbutton.7. The business partner data of the contact person is now displayed. Check the BP number, Name, and E-mail Address, making any amendments in the table above as required.8. In field Display in BP role, select BUP005 Internet user. Go to the Internet user tab page. Check the user name and make any amendments in the table above as required.The contact persons are created with an internal ID, which is unlikely to correspond to the IDs used in your system. You should therefore adjust the above table to your system settings.Furthermore, the rapid-deployment solution assumes that usernames/passwords for portal users are created using YT_CAR. If the usernames/passwords are created differently in your system environment, adjust the above table.If you are not able to see technical names such as BUP005, follow the instructions described in 2.3.2.

Maintain E-Mail Addresses

1. Choose:SAP SAP Menu Master Data General Define Business Partner

Transaction CodeBP

2. Choose the Business Partner Open pushbutton or press F5.3. A dialog box opens: enter the business partner number of the contact person whose e-mail address you want to maintain. Use the internal ID for the contact person's business partner master record4. Go to the Address tab page.5. Maintain the e-mail address that you want to receive the e-mail notifications.6. Choose the Save pushbutton or press S

Adjust SAP GUI Settings to Display Technical KeysTo alter the display of dropdown list items, you should adjust the settings in your SAP GUI as follows:

1. Choose Customize Local Layout - Options or press Alt F12 and choose Options2. Open folder Interaction Design3. Choose Visualization & Interaction4. In the Controls section, select radio button Show keys within dropdown lists5. Choose the OK pushbutton

Process Overview TableProcess StepBusiness ConditionBusiness RoleTransactions CodeExpected Results

Create Sales OrderSales Assistant VA01

Check Freight OrderTendering Manager NWBC Freight Order UI

Check E-Mail Inbox for RFQ NotificationCustomer Service AgentExternal e-mail application

Accept RFQCustomer Service Agent NWBC Freight Quotation UI

Track Tendering ProcessTendering Manager NWBC Tendering UI

Award QuotationTendering Manager NWBC Tendering UI

Check E-Mail Inbox for Tendering Result NotificationCustomer Service Agent External e-mail application

Carrier Commissioning (Print Freight Order)Tendering Manager NWBC Freight Order UI

Send Message for ERP Outbound Delivery CreationTendering Manager NWBC POWL

Send Message for ERP Shipment CreationTendering Manager NWBC POWL

Check ERP Shipment CreationTransport Specialist VT03N

Example Process Flow

Process StepsCreate Sales OrderUseBefore the SAP TM process can be started, a sales order needs to have been created in SAP ERP. For the direct freight tendering process, the sales order must have been entered by a forwarding agent. Only then can SAP TM trigger a direct tender to this carrier. In all other scenarios, carrier selection is first started from system TM80.

Prerequisites No prerequisites.Procedure

1. Choose:

SAP ECC6.0 Easy Access Menu

Logistics Sales and Distribution Sales Order Create

Transaction CodeVA01

2. On the Create Sales Order: Initial Screen, enter the following data.Order TypeSales OrganizationDistribution channelDivision

OR10001010

3. Press ENTER to confirm.4. On the Create Sales Order: Overview Screen, enter the following data.Sold-to-PartyPO NumberReq.deliv.dateMaterialOrder Quantity

150002Prefix + individual numberActual date + one weekTM_PROD01100 EA

5. Press ENTER to confirm and confirm dialog box Change Invoice date: The billing date is re-determined.6. Choose Goto Header Partner7. On the business partner overview screen, enter the following data.Partn. FunctPartnerName

SP Forwarding Agent500003Carrier 03

8. Press ENTER to confirm the entries.9. Go to the Shipping tab page.10. Check the shipping condition. Maintain shipping condition 02 Pick-up if another shipping condition has been derived from the customer master data. (Only necessary if the rapid-deployment solution for planning and the rapid-deployment solution for tendering run on the same client.)11. Save the document and note down the document number _____________________________ If you change the shipping condition you will be asked if routes and shipping should be re-determined. In this case, choose Redetermine.Result The sales order is created and transferred to SAP TM in the background. An order-based transportation requirement is created in SAP TM and, due to the freight unit building rule used, a freight order is also created automatically. Since the forwarding agent is already defined in the sales order, direct freight tendering to the predefined carrier is started automatically.Check Freight OrderPrerequisites The sales assistant has created a sales order in SAP ERP.

Query extended for freight orderThe Label field must be maintained in the personal object worklist (POWL) settings for the displayed columns! To do this, access NWBC and choose: Freight Order Management Overview Freight Orders. Right-click the table header and choose User Settings. In the dialog box, go to the Column Selection tab page. Select Label in the Hidden Column table and Source Location in the Displayed Columns table. Choose the Add pushbutton. Save your entries and close.

Procedure1. Choose:SAP NetWeaver Business Client (SAP NWBC)TM80 NWBC

Freight Order Management Land Overview Freight Orders

Transaction CodeNWBC

2. Select query Freight Order All.3. In the POWL, choose the relevant freight order (the ERP sales order number is shown in the Label column).4. A new dialog box appears showing the freight order. Go to the Subcontracting tab page where you will find some important information.5. Note down the freight order number: ________________________

ResultThe freight order of type YT12 started the subcontracting process for carrier 500003 automatically.

1.2 Check E-Mail Inbox for RFQ NotificationUseThe contact person of carrier 03 / BP 500003 checks his/her e-mail inbox for new RFQ notifications. PrerequisitesThe e-mail address of the user performing the business process has been assigned to the carrier contact person as described in 2.3.1 above. The background program for sending notification e-mails is scheduled as a periodic background job (for more information, see the configuration guide for tendering).

Procedure1. Open your e-mail program (not part of the SAP applications).2. Go to your inbox and open the e-mail message received from the tendering manager. The lower part of the e-mail contains an overview of the requested shipment, including the following data: RFQ number Shipment start date Shipment end date Means of transport Quantities/dimensions of the load Ultimate date and time for the expected replyA link in the upper part provides access to the shippers internet portal.3. Note down the RFQ number._ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ResultThe carriers contact person received an e-mail containing the most important information about the requested shipment and a link to the shippers subcontracting platform.

1.3 Accept RFQUseOnce tendering has started, requests for quotations are sent to carriers. Carrier 03 is now asked to respond to the RFQ by accepting or rejecting it.Prerequisites The relevant freight order has already been created in system TM80 and the subcontracting process is still running.Procedure1. Log on to the SAP TM system as a carrier using the following login credentials: UsernameYT_CAR03

PasswordYT_CAR03 (if not correct ask your system administrator)

If you are using Single Sign-On you might have problems logging on to NWBC with another user since SSO automatically logs you on with your user. In this case, use SAP Logon to log on to the SAP TM system.2. Choose:SAP NetWeaver Business Client (SAP NWBC)SAP TM80

NWBC Freight Order Management Overview Tendering for Carriers POWL

Transaction CodeNWBC

If you have logged on using SAP Logon, use the user menu and choose: Freight Order Management Land Worklist Overview Tendering for Carriers.3. In the Active Queries section, choose query Freight RFQs Open.4. In the POWL, select the relevant freight RFQ (the relevant number is displayed on the Subcontracting tab page of the freight order).5. Choose the Create Freight Quotation pushbutton.6. In the submenu, choose Accept.7. An information message will appear in a separate dialog box.8. Choose the OK pushbutton to confirm message FQ X for freight RFQ 5100000XXX of Freight Order RDS Tendering 61000000XX sent successfully.9. Log off.

Result The RFQ has been responded to and carrier 03 has accepted the freight order.

1.4 Track Tendering ProgressUseThe shippers tendering manager regularly checks the personal object worklist to track the freight orders that are in tendering. Based on the published, rejected, and open requests for quotation, the tendering manager enters the freight order to evaluate the rejection reasons and to monitor the subsequently sent request for quotation. PrerequisitesA program evaluates the RFQ responses from carriers and starts the valid follow-up actions of the tendering process settings. This program must have been scheduled for background processing as described in the configuration guide. To expedite processing you can also start the program manually:1. Choose:SAP NetWeaver Business Client (SAP NWBC)SAP TM80

NWBC Application Administration Background reports Process Quotations and Overdue RFQs

Transaction CodeNWBC

2. Choose the Execute pushbutton.The background report can only evaluate quotations from freight orders that are not blocked by anybody. Before you execute the background report, make sure the freight order is not blocked by checking whether the freight order is being accessed in edit mode or whether automatic planning is taking place that includes the freight order.Procedure1. Access the SAP TM tendering personal object worklist (POWL) for published RFQs as follows:SAP NetWeaver Business Client (SAP NWBC)SAP TM80

NWBC Freight Order Management Land Overview Tendering

Transaction CodeNWBC

2. In the Active Queries area of the POWL, select query RFQs published3. If required, adjust your layout settings to make the following fields visible: Sent Freight RFQs Open Freight RFQs Acceptable FQs Unacceptable FQs

The Sent Freight RFQs field displays the total number of RFQs sent to carriers. The Open Freight RFQs field contains the number of RFQs for which no responses have been received and the deadline of the RFQ has not passed. The Acceptable FQs field contains the number of freight quotations that are acceptable (i.e., the price is within the tolerances and the carrier has accepted the RFQ). The Unacceptable FQs field contains the number of freight quotations that the carriers have sent in response to RFQs, but that have the status Rejected.4. In the worklist, select the freight order and choose Edit to open the freight order. The freight order is displayed in a new window.5. Go to the Subcontracting tab page.6. Check whether the response to the RFQ has been processed. ResultThe tendering manager checks the request acceptance of carrier 03.

1.5 Award QuotationUseThe tendering manager checks the freight order and analyzes the received freight quotations of carrier 03. In this scenario, awarding will be start automatically in the background.PrerequisitesCarrier 03 has accepted the transportation request.

A program evaluates the RFQ responses from carriers and starts the valid follow-up actions of the tendering process settings. This program must have been scheduled for background processing as described in the configuration guide. To expedite processing, you can also start the program manually:1. Choose:SAP NetWeaver Business Client (SAP NWBC)SAP TM80

NWBC Application Administration Background reports Process Quotations and Overdue RFQs

Transaction CodeNWBC

2. Choose the Execute pushbutton.

ResultThe tendering manager checks the result of the automatic award quotation for carrier 03 based on the quotations from direct freight tendering.

1.6 Check E-Mail Inbox for Tendering Result NotificationUseThe contact persons of carrier 03 will be notified of the tendering result. The carrier who has been awarded the business receives a notification e-mail informing him of this.

PrerequisitesTendering has been completed and the freight order has been awarded to carrier 03.The background program for sending notification e-mails is scheduled as a periodic background job (for more information, see the configuration guide).

Procedure1. Open the e-mail program (not part of the SAP applications) for the contact person of carrier 03.2. Go to the inbox and open the e-mail message received from the tendering manager. The e-mail informs the carriers contact person of the tendering result. The lower part of the e-mail body also lists the following information: RFQ number Shipment start date Shipment end date Means of transport Quantities/dimensions of the load Ultimate date and time for the expected replyA link in the upper section provides access to the internet portal of the shipper.

ResultThe contact persons are informed of the tendering result.

1.7 Carrier Commissioning (Print Freight Order)UseAfter the freight order is awarded to a carrier based on the RFQ, the freight order is sent to the carrier to confirm the commissioning of the carrier. Note that this message does not constitute the final shipping instruction or bill of lading since not all relevant information (e.g. packaging, handling units) is known at this time. If carrier communication is via EDI, the message will be sent automatically if you selected Award & Send in step 4.6 above.

Print out/preview freight order in SAP TM The tendering manager sends the freight order to the carrier who has been awarded the business via an external fax (fax integration is not in within the scope of this rapid-deployment solution).PrerequisitesThe tendering process has been completed successfully and the carrier is assigned to the freight order.

Procedure1. Access the SAP TM Tendering POWL for published RFQs as follows.SAP NetWeaver Business Client (SAP NWBC)SAP TM80

NWBC Freight Order Management Land Overview Tendering

Transaction CodeNWBC

2. In the Active Queries area of the POWL, select query Freight Orders All3. Select your freight order and choose the Edit pushbutton.4. Choose Print Print Preview5. A dialog box appears showing the different documents you can print. Choose the required document, e.g. Create Road Waybill (U.S.), and the OK pushbutton.6. The document is displayed in a new Adobe Reader window. If desired, print the document and send it to the carrier (fax integration is not within the scope of this rapid-deployment solution).

ResultYou have printed the freight order and submitted it to the carrier.

1.8 Send Message for ERP Outbound Delivery CreationUsePrerequisites The relevant freight order is already created in the TM80 system and the subcontracting process has been concluded.Procedure

1. Choose:SAP NetWeaver Business Client (SAP NWBC)SAP TM80

NWBC Freight Order Management Overview Freight Orders POWL

Transaction CodeNWBC

2. In the POWL, select the relevant freight order (the ERP sales order number is shown in the Label column).3. Select the relevant line and choose the Create Deliveries in ERP pushbutton.4. A new dialog box appears showing the freight order number.5. Check that the freight order is selected and choose the Create Delivery Proposal pushbutton.6. One ore more entries should now be displayed under Delivery Proposals.7. Choose the Send Delivery Proposals to ERP pushbutton.8. Choose the Close pushbutton to close the dialog box.

Result The outbound delivery will be created in the SAP ERP system based on the TM80 message.

1.9 Send Message for ERP Shipment CreationUsePrerequisites The relevant freight order has already been created in the TM80 system and the relevant outbound delivery has already been created in SAP ERP via the TM80 message. Procedure

1. Choose:SAP NetWeaver Business Client (SAP NWBC)SAP TM80

NWBC Freight Order Management Overview Freight Orders POWL

Transaction CodeNWBC

2. In the POWL, select the relevant freight order (the ERP sales order number is shown in the Label column).3. The freight order appears in a new dialog box.4. Go to edit mode.5. Choose the Follow-Up pushbutton and Create ERP Shipment from the submenu.6. Some green messages appear.7. Save your entries.

Result The shipment is created in the SAP ERP system.

1.10 Check ERP ShipmentUseIn this step, you verify shipment creation in SAP ERP.

Prerequisites A delivery must exist in SAP ERP. A shipment must exist in SAP ERP.Procedure1. Since the shipment is created automatically, you only need display the shipment as follows:SAP ERPLogistics Logistics Execution Transportation Transportation Planning Display

Transaction CodeVT03N

2. Enter the shipment document number. The shipment document number is identical to the freight order number that you noted down in section 4.2 above.3. Press ENTER.

4. Check the shipment to make sure the carrier and dates and time have been transferred correctly to the Stages tab page.

ResultThe shipment was created in SAP ERP. When using the solution in a production system, all the remaining shipment execution steps need to take place in SAP ERP.

Business Process:Consider fixed carrier assignment in sales order, e.g. if a customer is always delivered with the same carrier.

Tendering is used only for submitting the freight order to the carrier.

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