T73_TM800_BPD

SAP TM 8.0

SAP ERP 6.0 EhP 5

SAP II 3.6.1

October 2011

English

Multiple-Step Freight Tendering (T73)

SAP AGDietmar-Hopp-Allee 1669190 WalldorfGermany

Business Process Documentation

SAP Best Practices Multiple-Step Freight Tendering (T73): BPD

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Icons

Icon Meaning

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 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........................................................................................................................................ 6

2 Prerequisites................................................................................................................................ 7

2.1 Master Data and Organizational Data...................................................................................7

2.2 Roles..................................................................................................................................... 8

2.3 Preliminary Steps................................................................................................................10

3 Process Overview Table.............................................................................................................13

4 Process Steps............................................................................................................................ 16

4.1 Create Sales Order.............................................................................................................16

4.2 Create Outbound Delivery...................................................................................................17

4.3 Plan Shipment..................................................................................................................... 18

4.4 Tendering Status Overview.................................................................................................20

4.5 Check Tendering Progress of Freight Order........................................................................20

4.6 Check E-Mail Inbox for RFQ Notification.............................................................................21

4.7 Reject RFQ.......................................................................................................................... 22

4.8 Track Tendering Progress...................................................................................................23

4.9 Check Freight Quotations....................................................................................................25

4.10 Check E-Mail Inbox for RFQ Notification.........................................................................26

4.11 Accept RFQ.....................................................................................................................27

4.12 Update Freight Order and Award Quotation....................................................................28

4.13 Check E-Mail Inbox for Tendering Result Notification......................................................30

4.14 Carrier Commissioning (Print Freight Order)...................................................................31

4.15 Operational Shipment Execution.....................................................................................32



Multiple-Step Freight Tendering (Shipment based) (T73)

1 Purpose

The SAP Transportation Management-based tendering scenario enables communication and information exchange with multiple logistics service providers in order to obtain acceptable rates and updated shipping dates from carriers and to subsequently order transportation services.

The tendering process for an SAP ERP FTL outbound shipment is initiated by completing transportation planning in SAP ERP. A freight order is generated on the SAP TM tendering platform and published to carriers that are pre-selected based on geographical criteria.

In the first step, tenders are sent to two preferred carriers sequentially with peer-to-peer tendering. Since none of them has availability, broadcast tendering is performed in a second step to request the transportation service from further carriers in parallel. After selecting the most appropriate carrier based on the best price quotation, the carrier is subcontracted and the ERP shipment is updated with the carrier and the shipment costs to be ready for execution.

The main benefits are as follows:

- You are able to contract a preferred carrier with availability - If no contracted/preferred carrier has availability, the tender is sent to further carriers

automatically and price tendering is used to award the business to the most cost-effective carrier

- It improves carrier communication while reducing manual effort- You can ensure routing guide compliance by defining carriers in the transportation network

master data.



2 Prerequisites

2.1 Master Data and Organizational Data

The organizational structure and master data of your company were created in your SAP 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 Data

You 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 be able to perform the tendering processes of the rapid-deployment solution using your own master data and organizational data.

SAP ERP Organizational Data:

Org-Structure Value Description

Sales Organization

1000 Dom. Sales Organization

Distribution Channel

10 Direct Sales

Division 10 Product Division 10

Shipping Point 1000 Shipping Point 1000

Transportation Planning Point

0001 City 01

Customer Master Data:

Customer (ERP) Description Location (TM) Business Partner (TM)

150006Customer 06, IN 46401

CU0000150006@RD5020 150006

Customer master data is created in SAP ERP and transferred to SAP TM via CIF as locations and business partners. The location name in SAP TM can be adjusted to ensure unique identifiers using a BAdI. For more information, see configuration guide T70 Master Data Replication.

Material Master Data:



Material Description

TM_PROD02 Product 02

Carrier Master Data:

Carrier Description Communication Technique

User for Portal

Password

500005 Carrier 05 Portal, Email YT_CAR05 YT_CAR05

500006 Carrier 06 EDI N/A



500010 Carrier 10 EDI N/A

Transportation Zones

Transportation Zone Description

TM_ZONE31st level zone (Zone TM_464 assigned to this zone via zone hierarchy)

TM_4642nd level zone (Location TM_CUST06 assigned to this zone via postal code)

Transportation Lanes:

Transportation Lanes

From Location To Zone Means of Transport

Carrier

SP1000@RD5020 TM_ZONE3 YT_FTL500009

500010

2.2 Roles

UseThe following roles must have already been installed to test this scenario in the SAP NetWeaver Business Client (NWBC). The roles in this business process documentation must be assigned to the user or users testing this scenario. 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.

Prerequisites



The business roles have been assigned to the user who is testing this scenario.

2.2.1 Business Roles in the scenarioIn this scenario different departments and employees (internal and external) collaborate throughout the process. Of course, the exact definition of the roles and functions will be different across companies, so the following structure is meant as an example.

Sales Assistant (Internal)The business process starts with a sales order. The sales assistant is responsible for the creation of sales orders from customers. He/she inserts all relevant information (e.g. customer-specific information about loading and unloading times, preferred carrier etc.) in the SAP ERP sales order and confirms price and availability. If the customer requests any changes to the order (e.g. changes in quantity), the sales assistant updates the sales orders in the system.

Shipping Specialist (Internal)The shipping department is responsible for the creation of outbound deliveries according to the confirmed delivery date in the sales order. Typically, this step is performed using a delivery due list or a background report. In this process however, the outbound delivery is created for a single sales order.

The transportation specialist will create shipments based on the outbound delivery.

Transportation Specialist (internal)The transportation specialist is responsible for creating shipments and assigning deliveries to the shipment.

The transportation specialist is also responsible for maintaining and verifying the following information:

- Own or external fleet information- Times and dates- Distances and durations- Printing all relevant transportation documents- Manual/automated transportation planning- Planning optimization- Relevant means of transport- Shipping type- Shipping conditions- Stages and hubs- etc

Upon completion of the shipment information, the transportation specialist sets the relevant status to transfer the shipment to SAP TM for tendering.

Tendering Manager (internal)The tendering manager is the person responsible for the subsequent tendering process. The tendering process is highly automated and the tendering manager monitors the process, handles exceptions, reviews the freight quotations, and awards the freight order to the selected carrier.



Customer Service Agent (external)The customer service agent (CSA) is an employee of an external carrier company (logistics service provider (LSP)). The agent is responsible for all incoming transportation requests from customers of this LSP.

Depending on the type of tendering and communication channel, the customer service agent is notified by e-mail or messages via EDI. With direct tendering, the order is sent directly to the LSP and the CSA can either accept or reject the order. With RFQ-based tendering, the customer service agent can also quote a price for the shipment.

2.2.2 Technical Roles

SAP ERP:

Business Role Technical Name Process Step

Sales Assistant SAP_LO_SD_SALES_ORD_PROCESSING All steps performed in SAP ERP related to sales orders

Shipping Specialist SAP_LE_OUTB_DEL_PROCESSING All steps performed in SAP ERP related to outbound deliveries

Transportation Specialist

SAP_LE_TMS_PLANNING All steps performed in SAP ERP related to shipments

SAP TM:


Tendering Manager

/SCMTMS/TENDERING MANAGER Tendering Process

External:


Customer Service Agent

Portal User Tendering 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.

2.3 Preliminary Steps

2.3.1 Adjust SAP GUI settings to display technical keys

To 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



2. Open folder Interaction Design

3. Select Visualization & Interaction

4. In the Controls section, select radio button Show keys within dropdown lists

5. Choose the OK pushbutton.

2.3.2 Contact Persons for E-Mail 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. The address must be maintained for contact persons of the carrier.

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

Carrier Contact-Person (BP Number)

Name of Contact Person

Email-Address User Name / Password

500005 Pete PI YT_CAR05 / YT_CAR05

500007 Christian St YT_CAR07 / YT_CAR07

500009 Joachim Mu YT_CAR09 / YT_CAR09

Procedure to Determine Contact Person for a Carrier

1. Access the transaction for maintaining business partners by choosing:

SAP TM SAP Menu Master Data General Define Business Partner

Transaction Code BP

2. Choose Business Partner – Open or press SHIFT+F5

3. A dialog box opens: enter the business partner number of the carrier for which you want to maintain the contact person.

4. Choose the Relationships pushbutton or press SHIFT+F1

5. The contact persons are displayed with description has Contact Person. Select the line and choose the Partner Detail pushbutton.

6. A dialog box appears displaying the ID and name of the contact person. Choose the Display pushbutton or press F7.

7. The business partner data of the contact person is now displayed. Verify the BP Number, Name, and Email Address, and adjust the table above as required..

8. In the Display in BP role field, select BUP005 Internet user. Go to the Internet user tab page. Verify the user name and adjust the table above as required.



The contact persons are created with an internal ID. The ID in your system will most likely be different to this. Therefore, please adjust above table to your system settings.

The rapid-deployment solution also assumes that the usernames and passwords for the portal user are created using YT_CAR<2 digit carrier-no. If the usernames and passwords are created differently in your system environment, adjust the above table.

9. Choose the Save pushbutton or press CTRL+S.

Procedure to Assign E-Mail Addresses

1. Access the transaction for maintaining business partners as follows:

SAP TM SAP Menu Master Data General Define Business Partner

Transaction Code BP

2. Choose Business Partner – Open or press SHIFT+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 record.

4. Go to the Address tab page.

5. Maintain the e-mail address that you want to receive e-mail notifications.

6. Choose the Save pushbutton or press CTRL+S.

2.3.3 Carrier Communication via EDI

The scenario assumes that an EDI connection is established for communication with carrier 500006 & 500010. The rapid-deployment solution package is delivered with SAP II for which default partner roles have been configured. However, if you do not use SAP II and do not have another EDI connection established, you can still execute the scenario by simulating the carrier response. To do this, proceed as follows:

1. Access the SAP TM tendering personal object worklist (POWL) for open RFQs as follows:

SAP NetWeaver Business Client (SAP NWBC)

SAP TM80 NWBC Freight Order Management Land Overview Tendering

Transaction Code NWBC

2. In the Active Queries area of the POWL, select query Open RFQs.

3. Identify the RFQ for which you need to create a quotation and select the line by choosing in the first column.



4. Choose the Edit pushbutton. The RFQ is displayed in a new window.

5. Select the RFQ by choosing in the first column.

6. Choose the Create Quotation pushbutton. A new line is inserted in the table view. Maintain the response code and, if required, the price.

7. Select the line of the quotation and choose Submit Quotation and save.

8. Close the window.

Carriers’ Responses in this Scenario

If you want to enter manual responses for EDI carriers, proceed as follows.

Carrier / Tendering

Carrier 05 Carrier 06 (EDI)

Carrier 07 (EDI)

Carrier 09 Carrier 10 (EDI)

Peer-to-Peer Reject Reject

Broadcast Accept with Price

Accept with Price

Accept with Price

3 Process Overview Table

Process Step Business Condition

Business Role

Transaction Code / TM Function

Expected Results

Create Sales Order New sales order is entered for a customer

Sales Assistant

VA01 Sales order created

Create Outbound Delivery

Sales Order is due for delivery

Shipping Specialist

VL01N Delivery is created

Plan Shipment The transportation is planned for due deliveries


VT01N Shipment created and transferred to SAP TM as freight order; tendering started

Tendering Status Overview

Monitor current tendering processes

Tendering Manager

Tendering POWL

Overview of current tendering processes

Check Tendering Progress of Freight Order

The tendering is monitored for an individual freight order

Tendering Manager

Freight Order UI Tendering is checked



Process Step Business Condition

Business Role

Transaction Code / TM Function

Expected Results

Check E-Mail Inbox for RFQ Notification

Notifications were sent via e-mail

LSP Customer Service Agent

N/A The notification was received and read

Reject RFQ LSP has insufficient capacities and rejects the RFQ


Carrier Portal (Web UI)

Freight quotation created with response ‘rejected’

Track Tendering Progress

Ongoing Monitoring of tendering

Tendering Manager

Tendering POWL

Tendering is monitored. Tendering manager verifies that RFQ was sent to the 2nd carrier during P2P tendering

Check Freight Quotations

LSP has created freight quotation to be reviewed

Tendering Manager

Tendering POWL

The incoming freight quotations are checked. No acceptable quotation during P2P tendering, automatic start of broadcast tendering.

Check E-Mail Inbox for RFQ Notification

Carriers check open RFQ notifications


N/A Broadcast tendering was started automatically and carriers check for free capacity

Accept RFQ Carrier respond to the RFQ


Carrier Portal (Web UI)

Carriers have responded by submitting freight quotations.

Update Freight Order and Award Quotation

All carriers have responded and/or the tendering deadline is approached

Tendering Manager

Tendering POWL

The tendering manager has decided for a freight quotation and awarded the business to a carrier

Check E-Mail Inbox for Tendering Result Notification

Tendering has ended and the carriers are informed about the results


N/A The LSPs are informed about the result (whether their quotation was accepted or rejected)

Carrier Commissioning (Print Freight Order)

The freight order is printed and faxed to the selected carrier

Tendering Manager

Freight Order UI The freight order details are communicated to the selected carrier

Operational Shipment Execution

The truck arrives on the yard, and the transportation specialist performs check-in


VT02N Check-in is recorded in the system



Example Process Flow



4 Process Steps

4.1 Create Sales Order

UseThe sales assistant enters a sales order for goods to be shipped to the customer. The customer has ordered a full truckload of goods. This is the starting point for the entire business process.

Prerequisites There are no prerequisites for the initial process step.

Procedure

1. Choose:



SAP ECC6.0 SAP Menu Logistics Sales and Distribution Sales Order Create

Transaction Code VA01

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

Order Type Sales Organization Distribution channel Division

OR 1000 10 10

3. Press the ENTER key to confirm your entries.

4. On the Create Sales Order: Overview Screen, enter the following data:

Sold-to-Party

PO Number Req.deliv.date Material Order Quantity

150006 Free text Actual date + one week TM_PROD02 90

Press the ENTER key to confirm your entries and confirm the dialog box Change Invoice date: The billing date is re-determined.

5. Choose Goto Header Shipping

Enter 04 Transport Service in the Shipping Cond. field under Shipping Overview.

If you changed the shipping condition, you will be asked if routes and shipping should be re-determined. In this case, choose Redetermine.

6. Save the document and note down the document number _____________________________

Result The sales order is created. Since the shipping condition is set to 04, the sales order is not transferred to SAP TM for planning. Instead, this process assumes that transportation planning is performed in SAP ERP.

4.2 Create Outbound Delivery

UseThe shipping specialist generates an outbound delivery with reference to the sales order. This will be relevant for transportation planning in SAP ERP.

PrerequisitesA sales order has been created.



Procedure

Typically, the outbound deliveries are created collectively, either using a background report or the delivery due list. However, to avoid unnecessary complexity, a single delivery is created for the sales order.

1. Choose:

SAP ECC6.0 SAP Menu Logistics Sales and Distribution Shipping & Transportation Outbound Delivery Create Single Document With Reference to Sales Order

Transaction Code VL01N

2. On the Create Outbound Delivery with Order Reference screen, enter the following data:

Shipping Point

Selection Date

Order

1000 Today + 1 week

Your sales order no. from above

3. Press the ENTER key to confirm your entries

4. Choose Goto Header Shipment and maintain the following fields:

Field Value

Transp. Planning Today

Delivery Date Today + 1 week

5. Save the outbound delivery document by choosing Outbound Delivery Save.

6. Note down the delivery document number for later on during transportation planning.

_ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

ResultAn outbound delivery that is relevant for transportation planning was created. The outbound delivery will not be transferred to SAP TM because shipment planning is performed in SAP ERP.

4.3 Plan Shipment

UseThe transportation specialist checks today’s delivery pool and creates an outbound shipment in SAP ERP for the previously created delivery. A default carrier is assigned to the shipment by assigning a route to the shipment. However, this default carrier will be substituted with an appropriate carrier determined using the SAP TM tendering platform.

By setting the tender status to New Offer from Shipper, the transportation specialist starts the transfer to SAP TM and therefore the tendering process.



Prerequisites A transportation-relevant outbound delivery has been created in SAP ERP.

Procedure1. Choose:

SAP ECC6.0 SAP Menu Logistics Sales and Distribution Shipping & Transportation Shipment Create Single Documents

Transaction Code VT01N

2. On the Create Shipment: Initial Screen, enter the following data:

Transportation Planning Point

Shipment Type

0001 YT30 TM Integration

3. Go to the delivery selection screen by choosing Edit Select Further Deliveries or press the F6 key.

4. On the Select Outbound Deliveries screen, enter the following data.

Field Data

Transptn Plang Date Today

Include deliveries in processed shipment

Uncheck the selection box

5. Process the delivery selection by pressing the F8 key.

6. In the lower area of the Create: Shipments and Deliveries screen, select the outbound delivery you generated in the previous step.

7. Assign the outbound delivery to the shipment in the upper area of the screen using drag and drop.

8. Go to the overview data of the shipment by choosing Goto Shipment Overview or press SHIFT+F4.

9. On the Deadl. tab page, choose the Planning pushbutton.

Check that the systems determined automatically based on Customizing contain the following data:

- Legs of the shipment on tab page Stages: : ‘4 – Direct leg’

- Forwarding Agent: ‘Carrier 599999’

10. On the Stages tab page, select the row of the stage and choose Stage Details.

Enter the following planning times on the Duration and distance tab page:

o Start: today + 1 week – 2 days

o End: today + 1 week

Confirm the dialog box by choosing the Copy pushbutton.

11. Go to the Tender tab page.



12. Set Tender status to New Offer from Shipper.

13. Save the shipment by choosing Shipment Save or choose the Save pushbutton.

14. Note down the shipment document number.

_ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

ResultThe transportation specialist created an outbound shipment in SAP ERP to identify and subcontract an appropriate carrier. The shipment is transferred to SAP TM for tendering. A freight order is generated in SAP TM.

4.4 Tendering Status Overview

UseOn a regular basis, the tendering manager checks the personal object worklist (POWL) for shipments from SAP ERP and their tendering status.

PrerequisitesA shipment that is relevant for tendering was transferred to SAP TM.

Procedure1. Access the SAP TM Tendering personal object worklist (POWL) for freight orders by choosing:




2. In the Active Queries area of the POWL, select query All Created from ERP Shipment.

3. On the top right of the query for ERP shipments, choose the Filter pushbutton.

4. In the Subcontracting Status column, set the value to In Tendering. All ERP shipments that are currently in tendering will be filtered.

5. Identify the freight order that was generated by the transfer to SAP TM of the shipment previously created in SAP ERP.

ResultBy checking all ERP shipments that were transferred to SAP TM for subcontracting the tendering manager identified the previously created ERP shipment for which tendering has already started.

4.5 Check Tendering Progress of Freight Order

UseIn SAP TM, the tendering manager accesses the freight order that was created from the ERP shipment to validate the current tendering process.



PrerequisitesA shipment that is relevant for tendering was transferred to SAP TM.

Procedure

1. In freight order query All Created from ERP Shipment, select the line of the shipment created previously in SAP ERP and choose the Edit pushbutton or choose the link assigned to the underlined freight order number to open the freight order. The system opens a new window for the freight order.

2. After entering the freight order, go to the General Data tab page.

3. Check that the means of transport YT_FTL was assigned to the freight order according to the load larger than 18.000 LB.

4. Switch to the Subcontracting tab page.

5. Check the following areas on the Subcontracting tab page.

- Sub tab page Carrier Ranking displays the carrier according to priority on the relevant transportation lane.

- Sub tab page Tendering Overview displays the current tendering process status. The first RFQ was sent to first carrier depending on the carrier priority waiting for a reply.

- Tendering Plan in the lower section of the screen is the origin of the current tendering process based on the tendering process settings derived from the FTL means of transport and the US region of the final shipment destination.

ResultThe tendering manager checked the current subcontracting status for the ERP shipment as well as the correct automatically determined tendering process settings.

4.6 Check E-Mail Inbox for RFQ Notification

UseThe contact person of carrier 09 / BP 500009 checks his/her e-mail for new RFQ notifications.

PrerequisitesThe e-mail address of the user performing the business process has been assigned to the contact persons for carriers as described in section above.

The e-mail assignments must be completed prior to starting the tendering process; i.e., before creating the shipments in SAP ERP (since the tendering process is started automatically upon creation of the freight order in the system).

Procedure

1. Open your e-mail program (not part of the SAP applications)



2. Go to the 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 reply

A link in the upper section provides access to the shipper’s Internet portal.

3. Note down the RFQ number.

_ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

ResultThe carrier’s contact person received an e-mail containing the most important information about the requested shipment and a link to the shipper’s subcontracting platform.

4.7 Reject RFQ

UseThe carrier’s user accesses the shipper’s subcontracting Web platform via an Internet browser to reject the request for quotation because the carrier has no appropriate capacities at the date and time requested by the shipper.

PrerequisitesSingle Sign-On must be deactivated to be able to access the shipper’s Internet portal by following the link in the e-mail. To deactivate Single Sign-On, adjust the following setting in Internet Explorer:

IE -> Tools -> Internet Options -> Security -> Customer Level-> Don’t prompt for client certificate selection … -> Disable

If you use another browser, follow the specific instructions for your browser.

The user and the password described in 2.3.2 must be known.

Procedure1. In the e-mail received from the shipper’s tendering manager, follow the link to the shipper’s

subcontracting Web platform. A new Internet browser window opens showing the logon screen of the SAP TM 8.0 Web portal.

2. Log on to the TM SAP system as carrier 09 using the following login credentials:

Username YT_CAR09

Password YT_CARxx (should have been maintained in the preliminary steps



of this Business Process Documentation)

3. Choose the Logon pushbutton. The NetWeaver Business Client user menu of the carrier’s Internet user opens.

4. Go to the personal object worklist by choosing: Freight Order Management Land Overview Tendering for Carriers.

5. In the Freight RFQs category, select query Open.

6. Identify the new request for quotation based on the RFQ number noted from the previously received e-mail for RFQ notification.

7. Select the row of the RFQ and choose the Edit pushbutton above the table for open RFQ. A new Internet browser window opens showing the RFQ data.

8. Select the RFQ and choose the Create Quotation pushbutton. A new row appears in the Quotations table.

9. If the Create Quotation pushbutton cannot be selected, first choose Edit.

10. In the Response code column, select Rejected from the dropdown list.

11. Enter code YT02 – No Capacity in the column for the rejection reason code.

12. To send the rejection to the shipper, select this line and choose the Submit Quotation and Save pushbutton in the menu of the Quotations table.

13. Choose the OK pushbutton to confirm the dialog box that appears and send the rejection to the shipper. The system issues the success messages for a consistent freight quotation and the sending of the freight quotation to the shipper.

ResultSince the carrier cannot provide the required vehicle resource at the requested date and time, the contact person of the carrier rejected the request for quotation and sent the rejection reason code to the shipper. Depending on the rejection, the tendering process settings of the shipper will publish the request to the second carrier after evaluation of the tendering process.

4.8 Track Tendering Progress

UseThe tendering manager of the shipper regularly checks the personal object worklist to track the freight orders that are in tendering. The tendering manager accesses the freight order based on the published, rejected, and open requests for quotation to evaluate the rejection reasons and to monitor the request for quotation sent subsequently. The second RFQ will be sent to the carrier with priority two on the transportation lane.

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.

The background report can only evaluate quotations of 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 automatic planning involving the freight order is taking place.

To expedite processing, you can also start the program manually:

1. Choose:


SAP TM80 NWBC Application Administration Background reports – Process Quotations and Overdue RFQs


2. Choose the Execute pushbutton.

Procedure

1. Access the SAP TM tendering personal object worklist (POWL) for published RFQs as follows:




2. In the Active Queries area of the POWL, select query RFQs published

3. If required, adjust your layout settings to make the following fields visible: Sent RFQs – Open RFQs – Acceptable FQs – Unacceptable FQs

The Sent RFQs field displays the total number of RFQs sent to carriers. The Open 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 accepted the RFQ). The Unacceptable FQs field contains the number of freight quotations that the carriers have sent in response to RFQs, but with status Rejected.

4. In the worklist, select the freight order and choose the Edit pushbutton 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 first RFQ has been processed and a RFQ has been sent to the next carrier.

7. Note the RFQ number that was sent to the next carrier: : _____________________

8. After rejection by carrier 09, the 2nd carrier in the peer-to-peer tendering process, carrier 10, was informed via EDI message. Carrier 10 checks the capacity and rejects the RFQ by entering the rejection reason. An EDI message from the carrier system is sent back to the shipper’s SAP TM system (see step in the process flow diagram).



ResultThe tendering manager identified the reason for the request rejection of carrier 09 and ensured that the request for quotation was sent to the second carrier, 10, via EDI message. Carrier 10 also responds with a rejection.

4.9 Check Freight Quotations

UseThe shipper’s tendering manager regularly checks the personal object worklist (POWL) to track carrier responses. The carriers respond by sending a freight quotation. The tendering manager uses the POWL to select the freight quotations to be reviewed.

It is also possible to select a freight quotation and award the business to a certain carrier in this step.

However, in this scenario, awarding is not possible because the 2nd carrier has also rejected the RFQ.

Prerequisites1. Carrier 10 is defined as a carrier with communication via EDI. A prerequisite for this step is

that the RFQ has been sent to the carrier and a freight quotation has been received via EDI. If you are not using an EDI connection for communication with carrier 10, see section above.

2. A program evaluates the RFQ responses from carriers and starts the valid follow-up actions in accordance with the tendering process settings. This program must have been scheduled for background processing as described in the configuration guide.

The background report can only evaluate quotations for 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 involving the freight order is taking place.

To expedite processing, you can also start the program manually:

1. Choose:


SAP TM80 NWBC Application Administration Background reports – Process Quotations and Overdue RFQs


2. Choose the Execute pushbutton.

Procedure

1. Access the SAP TM tendering personal object worklist (POWL) for published RFQs as follows:






2. In the Active Queries area of the POWL, select query Quotations to be reviewed

3. In the worklist, display the relevant RFQ by choosing the RFQ number. The quotation is displayed in a new window.

4. Check whether the response to the RFQ has been processed by the background program.

ResultThe tendering manager has verified the response to the 2nd RFQ and identified the reason for the request rejection of carrier 10.

Using background processing, the SAP TM system has evaluated the responses received. Since both carriers have declined, the first step of tendering was unsuccessful. Therefore, another tendering step using broadcast tendering has started automatically.

4.10 Check E-Mail Inbox for RFQ Notification

UseThe contact persons of carrier 05 and carrier 07 check their e-mail inbox for new RFQ notifications.

PrerequisitesThe 2nd step in the tendering process (broadcast tendering to carriers 05, 06, and 07) has started.

The e-mail address of the user performing the business process has been assigned to the contact persons for carriers 05 and 07 as described in section above.

Procedure

1. Open the e-mail program (not part of the SAP applications) for the contact person of carrier 5.

2. Go to the 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 end date

- Means of transport




3. Note down the RFQ number.

_ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _



ResultThe contact persons of carriers 05 and 07 received an e-mail containing the most important information about the requested shipment; for instance, the RFQ number together with a link to the shipper’s subcontracting platform.

Similarly, an EDI message was sent to carrier 06. The contact person of carrier 06 checks the RFQ in the external carrier system (see step 4.10.2 in the process flow diagram).

4.11 Accept RFQ

UseSince the transport fits well into the carrier’s current schedule, he/she responds immediately using a portal application, accepting the RFQ and submitting a competitive price.

PrerequisitesThe 2nd step in the tendering process (broadcast tendering to carriers 05, 06, and 07) has started.

The e-mail address of the user performing the business process has been assigned to the contact persons for carriers 05 and 07 as described in section above. The e-mail has been received and the carrier has executed the capacity check.

Procedure1. Follow the link to the shipper’s subcontracting Web platform contained in the e-mail from the

shipper’s tendering manager. A new Internet browser window opens showing the logon screen of the SAP TM 8.0 Web portal.

2. Log on to the SAP TM system as a carrier using the following login credentials:

Username YT_CAR05

Password YT_CAR05

3. Choose the Logon pushbutton. The NetWeaver business client user menu of the carrier’s user opens.

4. Go to the personal object worklist by choosing: Freight Order Management Land Overview Tendering for Carriers.

5. In the Freight RfQs category, select query Open.

6. Identify the new request for quotation based on the RFQ number noted down from the previously received e-mail (RFQ notification).

7. Select the row of the RFQ and choose the Edit pushbutton above the table to open the RFQ. A new Internet browser window opens showing the RFQ data.

8. Select the RFQ and choose the Create Quotation pushbutton. A new row appears in the Quotations table.



9. If the Create Quotation pushbutton cannot be selected, first choose Edit.

10. In the response column, select Accepted from the dropdown list.

11. In the price column, enter 1324.21 USD.

12. To send the acceptance to the shipper, choose the Submit Quotation and Save pushbutton in the Quotations table menu.

13. Choose the OK pushbutton to confirm the dialog box that appears and submit the quotation to the shipper. The system issues success messages confirming that the freight quotation is consistent and that the freight quotation has been sent to the shipper.

14. Log off the system and log on again using your user (not the Internet user of the carrier’s contact person).

15. Repeat steps 1-13 for carrier 7 using the following data:

Username: YT_CAR07Password: YT_CAR07Response: AcceptedPrice: 1256,84 USD

ResultUsing the link from the received e-mail, the contact person enters a freight quotation into the shipper’s TM system, accepting the RFQ and submitting a price.

Similarly, carrier 06 has also accepted the RFQ and sent back a confirmation (the process in 4.10.2 was executed in an external carrier tool).

4.12 Update Freight Order and Award Quotation

UseThe tendering manager checks the freight order and analyzes the received freight quotations. First, he checks which carriers have responded to the RFQ: The contracted/preferred carriers included in peer-to-peer tendering have both rejected the RFQ due to lack of capacity. All secondary carriers contacted in the broadcast tendering step accepted and submitted a price.

The tendering manager must now select the best carrier for this shipment manually based on price in addition to other criteria, such as carrier reliability, for instance. In this business process, the tendering manager selects the carrier based on the price offered by the carrier.

The charge calculation is executed based on the quoted price upon saving after assigning the carrier to the freight order.

If the charge calculation is configured for this process, the system would show the calculated price, quoted price, and the difference. However, this is not within the scope of the SAP TM rapid-deployment solution for domestic freight tendering.



PrerequisitesAll carriers have responded to the RFQ

Background job Process Quotations and Overdue RFQs has been executed after entering/processing the quotations.

Procedure1. Access the personal object worklist (POWL) for freight orders as follows:




2. In the Active Queries area of the POWL, select query Freight Orders - All Created from ERP Shipment

3. Choose the Show Quick Criteria Maintenance pushbutton.

4. In the Subcontracting Status field, set the value to 02 - In Tendering. All freight orders that are currently in tendering will be selected.

In the Tendering Status field, set the value to 03 – Review Required

Broadcast tendering is configured to run for two hours after sending the RFQ (maximum response time). If the maximum response time for tendering has not yet expired, the status is 02 – Published.

5. Choose the Apply pushbutton.

6. All freight orders for which tendering has ended, but no carrier has been awarded, are displayed.

7. Identify your freight order and select the freight order by choosing the displayed row.

8. Go to the freight order by choosing the underlined freight order number or the Edit pushbutton. The freight order is displayed in a new window.

9. Go to the Subcontracting tab page

10. Go to the Tendering Overview tab page

The Tendering Overview tab page displays the complete history relevant for the tendering of this freight order. The tendering manager recognizes that the preferred carriers included in P2P tendering have both rejected the RFQ, and all secondary carriers defined in the template have accepted the RFQ and submitted a price.

Choose the quotation for carrier 500005 by selecting the line in the table view. Choose the Award Quotation – Award pushbutton.



If you select a quotation from an EDI carrier, you could also choose Award Quotation – Award & Send to award the quotation and send the freight order to the carrier via EDI.

11. Save your entries.

ResultBased on the quotations from broadcast tendering, the tendering manager selected the cheapest carrier (e.g. 500005) and assigned it to the freight order. Saving the freight order updates the ERP shipment with the following information from the tendering process:

- The carrier who was awarded the business- The actual price of the shipment (but only if a quotation was selected that included a price)- The tendering status

4.13 Check E-Mail Inbox for Tendering Result Notification

UseThe contact persons of the carriers will be notified about the tendering result. The carrier who was awarded the business receives a notification e-mail informing him of this. The contact persons of the rejected carriers receive a notification e-mail informing them about the negative outcome of the bidding process.

PrerequisitesTendering has been completed and the freight order has been awarded to a carrier.

The batch program for sending notification e-mails is scheduled as a periodic background job (for more information, see the configuration guide).

Procedure

1. Open the e-mail program (not part of the SAP applications) for the contact person of carrier 5.

2. Go to the inbox and open the e-mail message received from the tendering manager. The e-mail informs the carrier’s contact person of the tendering result. In addition, the lower part of the e-mail body lists the following information:

- RFQ number


- Shipment end date

- Required equipment/means of transport






3. Repeat steps 1-2 for the contact person of carrier 7.

ResultThe contact persons are informed of the tendering result.

4.14 Carrier Commissioning (Print Freight Order)

UseAfter the freight order has been awarded to a carrier based on the RFQ, the freight order is sent to the carrier to confirm its commissioning. Note that this message does not constitute the final shipping instruction or the bill of lading since not all relevant information (e.g. packaging, handling units etc.) is known at this time.

If carrier communication is via EDI, the message is sent automatically if you selected Award & Send during step above.

- Print out/preview freight order in SAP TM- The tendering manager sends the freight order to the awarded carrier by external fax (fax

integration is not within the scope of the 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 personal object worklist (POWL) for published RFQs as follows:




2. In the Active Queries area of the POWL, select query Freight Orders – All Created from ERP Shipment.

3. Select your freight order and choose the Edit pushbutton.

4. Choose Print – Print Preview.

5. A dialog box is displayed showing the different documents you can print. Select the required document; e.g. Create Road Waybill (U.S.) and choose 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.

ResultYou have printed the freight order and sent it to the carrier. Using the information provided in the freight order, the carrier that has been awarded with the business can start transportation execution commissioning.

4.15 Operational Shipment Execution

UseThe truck arrives on the yard. The transportation specialist identifies the relevant shipment using the paperwork the driver brings to the office and performs check-in. The clerk also verifies whether the information is complete:

- The correct carrier has been assigned- The shipment status- Cost information

If everything is correct, check-in is performed. If any data is missing, the clerk notifies the transportation manager.

PrerequisitesThe shipment has been updated with the tendering result.

Procedure

1. Access the Change Shipment transaction by choosing:

SAP ECC6.0 SAP Menu Logistics Logistics Execution Transportation Execution Change Single Documents

Transaction Code VT02N

2. On the Change Shipment: Initial Screen, enter the relevant shipment number, as defined on the paperwork provided by the driver (or as noted from above). Press the ENTER key.

3. On the Shipment type Change – Overview screen, verify the correct carrier number.

4. Go to the Tender tab page.

5. Verify the price in the Actual Costs field.

6. Go to the Deadlines tab page.

7. Choose the Check-in pushbutton to confirm the check-in. Note that the execution date/time for check-in is set to the current time.

8. Save your changes.



ResultYou have verified the data in the shipment and processed driver check-in. The next step would be the loading of the freight onto the truck and shipment execution.
