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EHP5 for SAP ERP 6.0 SAP SRM V1.

701 September 2011 English

Strategic Sourcing with Request for Quotation (RFQ)


Business Process Documentation

SAP AG Dietmar-Hopp-Allee 16 69190 Walldorf Germany

SAP Best Practices

Strategic Sourcing with Request for Quotation (RFQ) - BPD

Copyright
2011 SAP AG. All rights reserved. No part of this publication may be reproduced or transmitted in any form or for any purpose without the express permission of SAP AG. The information contained herein may be changed without prior notice. Some software products marketed by SAP AG and its distributors contain proprietary software components of other software vendors. Microsoft, Windows, Excel, Outlook, and PowerPoint are registered trademarks of Microsoft Corporation. IBM, DB2, DB2 Universal Database, System i, System i5, System p, System p5, System x, System z, System z10, System z9, z10, z9, iSeries, pSeries, xSeries, zSeries, eServer, z/VM, z/OS, i5/OS, S/390, OS/390, OS/400, AS/400, S/390 Parallel Enterprise Server, PowerVM, Power Architecture, POWER6+, POWER6, POWER5+, POWER5, POWER, OpenPower, PowerPC, BatchPipes, BladeCenter, System Storage, GPFS, HACMP, RETAIN, DB2 Connect, RACF, Redbooks, OS/2, Parallel Sysplex, MVS/ESA, AIX, Intelligent Miner, WebSphere, Netfinity, Tivoli and Informix are trademarks or registered trademarks of IBM Corporation. Linux is the registered trademark of Linus Torvalds in the U.S. and other countries. Adobe, the Adobe logo, Acrobat, PostScript, and Reader are either trademarks or registered trademarks of Adobe Systems Incorporated in the United States and/or other countries. Oracle is a registered trademark of Oracle Corporation. UNIX, X/Open, OSF/1, and Motif are registered trademarks of the Open Group. Citrix, ICA, Program Neighborhood, MetaFrame, WinFrame, VideoFrame, and MultiWin are trademarks or registered trademarks of Citrix Systems, Inc. HTML, XML, XHTML and W3C are trademarks or registered trademarks of W3C, World Wide Web Consortium, Massachusetts Institute of Technology. Java is a registered trademark of Sun Microsystems, Inc. JavaScript is a registered trademark of Sun Microsystems, Inc., used under license for technology invented and implemented by Netscape. SAP, R/3, SAP NetWeaver, Duet, PartnerEdge, ByDesign, Clear Enterprise, SAP BusinessObjects Explorer, and other SAP products and services mentioned herein as well as their respective logos are trademarks or registered trademarks of SAP AG in Germany and other countries. Business Objects and the Business Objects logo, BusinessObjects, Crystal Reports, Crystal Decisions, Web Intelligence, Xcelsius, and other Business Objects products and services mentioned herein as well as their respective logos are trademarks or registered trademarks of SAP France in the United States and in other countries. All other product and service names mentioned are the trademarks of their respective companies. Data contained in this document serves informational purposes only. National product specifications may vary. These materials are subject to change without notice. These materials are provided by SAP AG and its affiliated companies ("SAP Group") for informational purposes only, without representation or warranty of any kind, and SAP Group shall not be liable for errors or omissions with respect to the materials. The only warranties for SAP Group products and services are those that are set forth in the express warranty statements accompanying such products and services, if any. Nothing herein should be construed as constituting an additional warranty.

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SAP Best Practices

Strategic Sourcing with Request for Quotation (RFQ) - BPD

Icons
Icon Meaning Caution Example Note Recommendation Syntax External Process Business Process Alternative/Decision Choice

Typographic Conventions
Type Style Example text Description 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 EXAMPLE TEXT Emphasized words or phrases in body text, titles of graphics and tables. Names 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. Screen 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. Keys on the keyboard, for example, function keys (such as ENTER key.
F2)

Example text

EXAMPLE TEXT

or the

Example text <Example text>

Exact 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.

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Strategic Sourcing with Request for Quotation (RFQ) - BPD

Contents
1 Purpose..............................................................................................................................................5 2 Prerequisites......................................................................................................................................5 2.1 Master Data and Organizational Data...........................................................................................5 2.2 Preliminary Steps.........................................................................................................................6 2.2.1 Determining URL for System Logon.......................................................................................6 2.3 Roles...........................................................................................................................................7 3 Process Overview Table.....................................................................................................................9 4 Process Steps..................................................................................................................................11 4.1 Create Shopping Cart.................................................................................................................11 4.2 Approve Shopping Cart..............................................................................................................12 4.3 Display Shopping Cart Status.....................................................................................................13 4.4 Sourcing Cockpit Monitoring.......................................................................................................13 4.5 Process Request for Quotation...................................................................................................14 4.6 Approve Request for Quotation..................................................................................................15 4.7 Confirm Request for Quotation Participation...............................................................................16 4.8 Submit Quotation/Bid Response.................................................................................................17 4.9 Status Tracking of Request for Quotation...................................................................................18 4.10 Select Quotation/Bid Response as Winner...............................................................................19 4.11 Approve Quotation/Bid Response.............................................................................................19 4.12 Create Purchase Order............................................................................................................20 4.13 Process Purchase Order..........................................................................................................21 4.14 Status Tracking of Shopping Cart.............................................................................................22 4.15 Create Invoice..........................................................................................................................23 4.16 Approve Invoice.......................................................................................................................25

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Strategic Sourcing with Request for Quotation (RFQ) 1 Purpose


The purpose of this document is to provide a detailed description of the strategic sourcing with Request for Quotation (RFQ) procurement business process in SAP Best Practices for SRM. A request for quotation (RFQ) is an invitation extended to a vendor by a purchasing organization (purchase department) to submit a quotation (bid) for the supply of materials under certain terms and condition. A request for quotation will be created with reference to a purchase requisition. An RFQ contains general information such as the vendor's address, total quantities and delivery dates for the materials and the quotation submission date. The information will be copied from the requisition. In case the RFQ is created without any reference, all these will be entered manually. This process enables a purchasing employee to self-order new goods or services items that are being purchased for the first time in the organization. As such, there is no source of supply established for that item yet. An estimated item price is always provided by the purchasing employee for managerial approval. Subsequently, the operational purchaser will be required to take over this approved open requirement to transform it into a tendering document (i.e. RFQ) for a selected group of bidders for competitive price bidding. This RFQ document is subjected to managerial approval to adhere to the purchasing policy within the organization. Once quotations/bid responses have been submitted by the bidders, it allows the operational purchaser to compare the various quotations and select a winner. The winning quotation is also subjected to another round of managerial approval ensuring that the selection has been made with due diligent. A purchase order is created thereafter completing the requirement raised by the purchasing employee in the form of shopping cart. This Business Process Documentation guides you through the step to create a shopping cart with an approval workflow with status tracking for progress monitoring of the shopping cart till the creation of a purchase order document awarding to a winning supplier/bidder. It also describes the purchaser steps to create an RFQ document from the SRM sourcing cockpit and publishing it for bidders submission with workflow approval. A purchase order is created once a winning quotation has been determined.

2 Prerequisites
2.1 Master Data and Organizational Data
SAP Best Practices Standard Values Essential master and organizational data was created in your SAP ERP system during 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 bidders. This master data usually consists of standardized SAP Best Practices default values, and enables you to go through the process steps of this scenario.

Additional Master Data (Default Values) You can test the scenario 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.

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Using Your Own Master Data You 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: Master data Material Plant Purchase organization Purchasing group Employee Manager Operational Purchaser Purchasing Manager Bidder Value H11 1000 1000 100 EMPLOYEE1 MANAGER1 PURCHASER2 MANAGER2 CPBIDDER01 Bidder1000 is a contact person BP from supplier organization 1000 Bidder1001 is a contact person BP from supplier organization 1001 Bidder1002 is a contact person BP from supplier organization 1002 Comments Trading Good,PD,Reg.Trading Plant 1000 Purchase Organization 1000 Purchasing Group 100

CPBIDDER02

CPBIDDER03

2.2 Preliminary Steps


2.2.1 Use
In this step, you find out the URL to logon to your SAP system for self-service procurement. The URL is determined during the system installation. The following description will lead you to the URL.

Determining URL for System Logon

Procedure
1. For the logon page the name of the path will be concatenated as follows: https://<web server>:<port>/<nwbc service> (e. g. https://uxcirde.wdf.sap.corp:44320/default_host/sap/bc/nwbc).

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1) You can call up transaction SMICM and choose Go to -> Services (Shift+F1) to find out the web server and port value. 2) For information on the correct NWBC service see SAP Note 1368177. 2. Enter the path in your browser address field and choose Enter.

Result
This will open a browser window to log on to the SAP Business Suite system. Please bookmark that URL. The following text will refer to this URL as BS_Logon_page.

2.3 Roles
Use
The following roles must be available in your system to test this scenario in the SAP NetWeaver Business Client (NWBC). The roles as listed below must be assigned to the system users testing this scenario.

Prerequisites
The Users have been assigned to the user who is testing this scenario. User Employee System User EMPLOYEE1 Initial Password
Password was changed during activation please check new password with your SystemAdmin.

Technical Role Name /SAPSRM/EMPLOYEE or

Process Step Create shopping cart Display shopping cart status Status tracking of shopping cart Approve shopping cart

SAP_NBPR_SRM_EMPLOYE E_S /SAPSRM/MANAGER or SAP_NBPR_SRM_MANAGER _M /SAPSRM/OP_PURCHASER or SAP_NBPR_SRM_PURCHAS ER_S SAP_AIO_PURCHASER-S -

Manager

MANAGER1

Operational Purchaser

PURCHASER 2

Sourcing cockpit monitoring Process Request for Quotation Status tracking of Request for Quotation Select Quotation / Bid response as Winner Create purchase order

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User

System User

Initial Password

Technical Role Name

Process Step Process purchase order Approve Request for Quotation Approve winning Quotation / Bid response

Purchasing Manager

MANAGER2

/SAPSRM/MANAGER or SAP_NBPR_SRM_MANAGER _M /SAPSRM/OP_PURCHASER or SAP_NBPR_SRM_PURCHAS ER_S

Bidder 1

CPBIDDER01

/SAPSRM/BIDDER or SAP_NBPR_SRM_BIDDER_S

Confirm Request for Quotation participation Submit Quotation / Bid response Confirm Request for Quotation participation Submit Quotation / Bid response Confirm Request for Quotation participation Submit Quotation / Bid response

Bidder 2

CPBIDDER02

/SAPSRM/BIDDER or SAP_NBPR_SRM_BIDDER_S

Bidder 3

CPBIDDER03

/SAPSRM/BIDDER or SAP_NBPR_SRM_BIDDER_S

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3 Process Overview Table


Process Step External Process Reference Business Condition User Transaction Code Expected Results

Create shopping cart

Employee (SRM activity) Manager (SRM activity) Employee (SRM activity) Operational purchaser (SRM activity) Operational Purchaser (SRM activity)

Shopping cart is created in integrated SAP SRM system Shopping cart is approved in integrated SRM system Shopping cart status is displayed in integrated SRM system Open shopping carts are available for sourcing in integrated SAP SRM system Request for Quotation document is processed for publishing in integrated SAP SRM system Request for Quotation document is approved in integrated SRM system Bidder confirm to participate in the Request for Quotation in integrated SRM system Quotation is created for submission in the integrated SRM system All changes and events associated with the Request for Quotation document can be checked and

Approve shopping cart

Display shopping cart status

Sourcing cockpit monitoring

Process Request for Quotation

Approve Request for Quotation

Purchasing Manager (SRM activity) Bidder (SRM activity)

Confirm Request for Quotation participation

Submit Quotation / Bid response

Bidder (SRM activity) Operational Purchaser (SRM activity)

Status tracking of Request for Quotation

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Process Step

External Process Reference

Business Condition

User

Transaction Code

Expected Results

displayed in the integrated SAP SRM system Select Quotation / Bid response as Winner Operational Purchaser (SRM activity) A Quotation / Bid response is accepted for approval in the integrated SAP SRM system The accepted Quotation / Bid response is approved in the integrated SAP SRM system A purchase order is created reference to the approved Quotation / Bid response in the SAP ERP system Purchase order is displayed in SAP ERP system All changes and events associated with the shopping cart document can be checked and displayed in the integrated SAP SRM system Invoice is created in SAP SRM and directly posted in the SAP ERP system in backround, Invocie is approved in SAP SRM and updated in the SAP ERP system,

Approve Quotation / Bid response

Purchasing Manager (SRM activity)

Create purchase order

Operational Purchaser (SRM activity)

Process purchase order

Operational Purchaser (ERP activity) Employee (SRM activity)

ME23N

Status tracking of shopping cart

Create Invoice

Employee (SRM activity)

Approve Invoice

Manager (SRM activity)

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4 Process Steps
Not all available SAP SRM functionality is preconfigured within the SAP Best Practices for SRM package. For example, the following functions are not preconfigured within this scenario: Creation of collaboration folders Weighting and points system

In order to use this functionality additional configuration steps are required in the SAP Reference IMG.

4.1 Create Shopping Cart


Use
In this section you log on to the SRM Server and create a shopping cart.

Procedure
1. Log on to the SRM interface as an employee using the following link on your front-end PC: SAP SRM User Link Employee BS_Logon_page

2. On the first screen of the NWBC interface you will find the user menu on the left and the application area on the right side of the screen. Choose Shop in the application area. 3. On the Shopping Cart screen in the application area, at the top you see the Shop in 4 Steps. In Step 1 (Select Goods/Service), select the Internal Goods/Service hyperlink. 4. A window of Add Internal Goods/Services is displayed. 5. Enter the product ID field as H11 and adjust the quantity and delivery date accordingly if the proposed default content is not valid. You have to enter a future delivery date which can accommodate the duration required from the RFQ activities (e.g. 60 days from current date). 6. Choose OK. 7. The added item has been inserted to the SRM shopping cart. You are in step 2 of the shopping cart wizard. 8. Choose the Details pushbutton to display the item details. 9. Under the Item Data section, provide an estimated price in the Price / Currency field for the approval workflow to be triggered. 10. Under the Account Assignment section, verify the correct accounting assignment objects have already been assigned. You can change by using the pull-down search list to search for the respective data in the Account Assignment Category, Assign Number and General Ledger Account fields

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11. Under the Sources of Supply / Service Agents section, verify that no source of supply has been assigned since this is the first time such an item is being purchased. 12. Choose the Check pushbutton and you should see a message Shopping cart XXXXXXXX has no errors. 13. Choose Next. You are now in step 3 of the shopping cart wizard. You may rename the shopping cart. By default your shopping cart name shows your user name and the date and time you created the shopping cart. Please append the term RFQ to the default shopping cart name and continue with the Order pushbutton.

Result
You have successfully created a shopping cart in step 4 of the shopping cart wizard and forwarded the shopping cart request to the approving manager. You may proceed to close the current browser window. 1. With the Shopping Area in the user menu, you can now check the status of your shopping cart. Select the Shopping Carts in the POWL queries and refresh it. Search for your shopping cart with the name of the shopping cart given above and check the status field. The status should be Awaiting Approval, after approval the status is Approved. 2. When the status is Approved in shopping cart details in the Related Documents section, you find the In Purchasers Worklist status for the shopping cart item which has been transferred to the sourcing cockpit.

4.2 Approve Shopping Cart


Use
In this section the shopping cart is subjected to approval.

Procedure
1. Log on to the SRM interface as a manager using the following link on your front-end pc: SAP SRM User Link Manager BS_Logon_page

2. On the first screen of the NWBC interface you will see the user menu on the left and the application area on the right side of the screen. In the user menu, choose Work Overview to display your Work item in the application area. 3. To select the appropriate item of your workflow, select the subject name to see further details and to approve the item. 4. Check the details of the shopping cart. Press Approve to approve the shopping cart.

Result
You have successfully approved a shopping cart.

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4.3 Display Shopping Cart Status


Use
In this section you log on to the SRM Server and display the shopping cart status and check if the shopping cart was approved.

Procedure
1. Log on to the SRM interface as an employee using the following link on your front-end PC: SAP SRM User Link Employee BS_Logon_page

2. Select Shopping Area in the user menu and select the Shopping Carts in the POWL queries by refreshing it. Find your shopping cart with the given name and verified that the status is being set to Approved. 3. In the Related Documents section, you find the In Purchasers Worklist status for the shopping cart item which has been transferred to the sourcing cockpit.

4.4 Sourcing Cockpit Monitoring


Use
In this section all the shopping carts without a source of supply are converged into the sourcing cockpit and these requisitions can be used to generate into a follow-on documents such as RFQ, Auction, Purchase Order or even Contract.

Prerequisites
A shopping cart in the SRM system has been ordered successfully and being routed to the sourcing cockpit.

Procedure
1. Log on to the SRM interface as a operational purchaser using the following link on your front-end PC: SAP SRM User Link Operational Purchaser BS_Logon_page

2. On the first screen of the NWBC interface you will see the user menu on the left and the application area on the right side of the screen. Press Purchasing on the horizontal navigation bar. From the left menu choose Sourcing Central Functions Carry out Sourcing to start the sourcing cockpit screen.

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3. You are in the step 1 (Select requisition) of the Assign Sources of Supply screen. Provide the shopping cart number in the Number of Shopping Cart field which has been ordered by the Employee in the search criteria fields. You may also searched by other generic criteria such as product, product category, purchasing organization, purchasing group, etc. that you are responsible for. 4. Choose Search pushbutton.

Result
A result list fulfilling to the search criteria are displayed in a tabular format. Each of the item entry can be selected for further processing into a follow-on document.

4.5 Process Request for Quotation


Use
In this section an RFQ document is created and published with the selected shopping cart items. The RFQ is always subjected to workflow approval.

Prerequisites
You have searched and located the shopping cart items in the sourcing cockpit.

Procedure
1. Log on to the SRM interface as an operational purchaser using the following link on your front-end PC: SAP SRM User Link Operational Purchaser BS_Logon_page

2. On the first screen of the NWBC interface you will find the user menu on the left and the application area on the right side of the screen. 3. On the sourcing cockpit Search Results screen, select the shopping cart item entry. 4. Choose Next pushbutton. 5. You are now in the step 2 (Assign Sources of Supply) of the Assign Sources of Supply screen. 6. Select the Create Draft pushbutton and select the RFx entry. 7. You are now in the step 3 (Review Drafts) of the Assign Sources of Supply screen. 8. Provide the transaction type RFQU : RFx. 9. Choose Process Selected Drafts pushbutton. 10. You are now in the step 4 (Summary Screen) of the Assign Sources of Supply screen.

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11. The RFQ document number and status are shown. You choose the document number hyperlink to access to the RFQ document directly. 12. The RFQ document is now shown in displayed mode which allows you to browse the data being created. Next you have to complete the other RFQ fields like Submission Deadline and Bidders details to publish the RFQ. 13. Choose Edit pushbutton. 14. Under the RFx Information RFx Parameters section, you have to provide the submission deadline when the bidders have to complete their quotation/bid response submission. This deadline is a future date and time but it must be earlier than the item delivery date required in the shopping cart item (e.g. 30 days from current date). 15. Under the Bidders Bidder Overview section, you have to provide the bidders information whom will be invited to participate in this RFQ. Choose Search for Bidders pushbutton and select From Internal Directory to get the Search for Bidders screen displayed. 16. Selected the bidder entry based on the master data provided. You can select a few entries by holding the CTRL key and selecting the bidder entry. 17. Once you have selected all the required line entry, choose Add Selected Bidders pushbutton to transfer the bidder data into the RFQ document. 18. Choose Check pushbutton and you should see the message RFx is complete and contains no errors being displayed. For detail on the complete RFQ fields and usages, please refer to the SAP Help documentation. 19. Choose Publish pushbutton to publish the RFQ document.

Result
You have successfully created and published an RFQ document for workflow approval.

4.6 Approve Request for Quotation


Prerequisites
An RFQ document has been published.

Procedure
1. Log on to the SRM interface as a purchasing manager using the following link on your front-end PC: SAP SRM User Link Purchasing Manager BS_Logon_page

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2. On the first screen of the NWBC interface you will see the user menu on the left and the application area on the right side of the screen. In the user menu, choose Work Overview to display your Work item in the application area. 3. To select the appropriate item of your workflow, select the subject name to see further details and to approve the item. 4. Check the details of the RFQ. To approve the RFQ, simply choose Approve.

Result
You have successfully approved an RFQ. Email notification is generated in system background sending to the bidders to inform them about the new RFQ events prompting the bidder to check the document in system. You can now log on as operational purchaser and check if the RFQ was approved. Press Purchasing on the horizontal navigation bar. On the left menu choose Sourcing. On the work centre select the RFxs in the POWL queries by refreshing it. Find your RFQ with the given name and verified that the status is being set to Published.

4.7 Confirm Request for Quotation Participation


Prerequisites
An RFQ has been published and opened for bidder participation.

Procedure
1. Log on to the SRM interface as a bidder (bidder 1, bidder 2 and bidder 3, respectively) using the following link on your front-end PC: SAP SRM User Bidder 1 Bidder 2 Bidder 3 Link BS_Logon_page

2. On the first screen of the NWBC interface you will see the user menu on the left and the application area on the right side of the screen. In the user menu, choose RFx and Auctions to display the POWL query. 3. Select eRFxs in the POWL queries and refreshed it. Find the RFQ event number that was being notified and verified that the response status is set as No Bid Created. 4. Choose the RFQ event number hyperlink to display the RFQ document details. 5. Under the RFx Information RFx Parameters section, the submission deadline can be checked and also the remaining time for submission is also seen at the top of screen.

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6. Under the Items Item Overview section, the product, product description and requested quantity can also be checked. 7. Choose Participate pushbutton. The message Your response has been sent; you will be informed of changes via e-mail is displayed on screen.

Repeat the steps for all bidders that confirm their participation (bidder 1, bidder 2 and bidder 3, respectively).

Result
You have successfully published your intention to participate in the specified RFQ to the operational purchaser. You can also log on as operational purchaser and check the participation status of the bidders. On the work center, choose Purchasing and select from user menu Sourcing. Select the RFxs in the POWL queries by refreshing it. Find your RFQ with the given name and select the table entry. Choose the Responses and Awards pushbutton. On the Responses and Awards screen, you can check the intention of the bidders if they will be taking part in the RFQ under the Intent table column.

4.8 Submit Quotation/Bid Response


Prerequisites
An RFQ is opened for bidder submission.

Procedure
1. Log on to the SRM interface as a bidder (bidder 1, bidder 2 and bidder 3, respectively) using the following link on your front-end PC: SAP SRM User Bidder 1 Bidder 2 Bidder 3 Link BS_Logon_page

2. On the first screen of the NWBC interface you will see the user menu on the left and the application area on the right side of the screen. In the user menu, choose RFx and Auctions to display the POWL query. 3. Select the eRFxs in the POWL queries and refreshed it. Find the RFQ event number you have confirmed for participation and verified that the response status is set as No Bid Created. 4. Select the RFQ event number table entry and choose Create Response pushbutton. The Create RFx Response screen is displayed. 5. Under the Items Item Overview section, provide the Price field with a value (example 1000).

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6. Choose Check pushbutton and you should see the message RFx is complete and contains no error being displayed. 7. Choose Submit pushbutton to submit the Quotation/RFx response and you should see the message RFx response XXXXXXXXXX submitted being displayed. For details on Quotation/RFx Response fields and usages, please refer to the SAP Help documentation.

Repeat the steps for all bidders that confirm their participation (bidder 1, bidder 2 and bidder 3, respectively).

Result
You have successfully submitted the Quotation/Bid response for the RFQ.

4.9 Status Tracking of Request for Quotation


Use
You can log on as operational purchaser and check if any quotation/bid response has been submitted by the bidders.

Procedure
1. Log on to the SRM interface as a operational purchaser using the following link on your front-end PC: SAP SRM User Link Operational Purchaser BS_Logon_page

2. Press Purchasing on the horizontal navigation bar. On the left menu choose Sourcing. Select the RFxs in the POWL queries by refreshing it. Find your RFQ with the given name and select the table entry. Choose the Responses and Awards pushbutton. 3. On the Responses and Awards screen, you can find out the response numbers created by the bidders as well as the corresponding response status which is set as Submitted status.

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4.10 Select Quotation/Bid Response as Winner


Prerequisites
An RFQ has reaches it opening date.

Procedure
1. Log on to the SRM interface as a operational purchaser using the following link on your front-end PC: SAP SRM User Link Operational Purchaser BS_Logon_page

2. On the first screen of the NWBC interface you will find the user menu on the left and the application area on the right side of the screen. Press Purchasing on the horizontal navigation bar. On the left menu choose Sourcing. 3. On the work centre select the RFxs in the POWL queries by refreshing it. Find your RFQ with the given name and select the table entry. Choose the Responses and Awards pushbutton. 4. On the Responses and Awards screen, you can display and verify all the responses that are submitted from the individual bidders. 5. Under the Response Activity section, select the response number table entry that you would like to award as the winning quotation. For response comparison details, please refer to the SAP Help documentation. 6. Choose the Edit pushbutton. 7. The Edit Response screen is displayed on screen. Choose the Accept pushbutton and the message RFx response XXXXXXXXXXXXXXX accepted is displayed.

Result
You have successfully selected a quotation for acceptance and triggered the workflow approval for acceptance.

4.11 Approve Quotation/Bid Response


Prerequisites
A quotation / bid response has been accepted.

Procedure
1. Log on to the SRM interface as a purchasing manager using the following link on your front-end PC:

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SAP SRM User Link Purchasing Manager BS_Logon_page

2. On the first screen of the NWBC interface you will see the user menu on the left and the application area on the right side of the screen. In the user menu, choose Work Overview to display your Work item in the application area. 3. To select an item of your workflow, select the subject name to see further details and to approve the item. 4. Check the details of the RFQ response. To approve the RFQ response, simply choose Approve.

Result
You have successfully approved an RFQ response.

The system can be set up in that way that a message alert is generated in system background sending to the operational purchaser to inform him that the RFQ response has been approved. This feature is not preconfigured for this scenarios because of the set up of specific communications services (e.g. Internet/email).

4.12 Create Purchase Order


Prerequisites
An RFQ response has been approved.

Procedure
1. Log on to the SRM interface as a operational purchaser using the following link on your front-end PC: SAP SRM User Link Operational Purchaser BS_Logon_page

2. On the first screen of the NWBC interface you will find the user menu on the left and the application area on the right side of the screen. Press Purchasing on the horizontal navigation bar. On the left menu choose Sourcing. 3. Select the RFxs in the POWL queries by refreshing it. Find your RFQ with the given name and select the table entry. Choose the Responses and Awards pushbutton. 4. On the Responses and Awards screen, the selected bid response is set as Accepted status after the approval. 5. Choose the response number hyperlink to access to the Response document directly.

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6. Choose Create PurchaseOrder pushbutton. The message PO XXXXXXXXXX is in the process of transfer to back end is displayed.

Result
You have successfully created a purchase order in SAP ERP.

4.13 Process Purchase Order


Use
This section is used to display and check the purchase order created in the ERP system.

Procedure
Access the transaction using one of the following navigation options: Option 1: SAP Graphical User Interface (SAP GUI) SAP Menu Transaction Code Logistics Materials Management Purchasing Purchase Order Display ME23N

1. Select the Other Purchase Order button and enter the purchase order number. 2. Select the Other Document button and the purchase order document is displayed. Now you can verify the details of your purchase order. Option 2: SAP NetWeaver Business Client (SAP NWBC) SAP ERP User Link Operational Purchaser BS_Logon_page

1. On the first screen of the NWBC interface you will see the user menu on the left and the application area on the right side of the screen. To navigate to the work center press Purchasing on the horizontal navigation bar. 2. On the work centre, choose Purchasing and select from user menu Purchase Orders. 3. Select an active query which shows you all purchase orders. For this purpose you can define your own query by choosing Define new query. 4. Click on the purchase order document number hyperlink to display the purchase order document.

Result
A purchase order has been created in the SAP ERP system to complete the open requirement raised by a shopping cart originated in the SRM system.

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4.14 Status Tracking of Shopping Cart


Use
In this section an employee could monitor the RFQ, RFQ response and purchase order document status relevant for his shopping cart.

Procedure
1. Log on to the SRM interface as an employee using the following link on your front-end PC: SAP SRM User Link Employee BS_Logon_page

2. On the first screen of the NWBC interface you will find the user menu on the left and the application area on the right side of the screen. Choose Shopping Area in the user menu. 3. Select the Shopping Carts in the POWL queries and refresh it. Search for your shopping cart and select the Shopping Cart Number hyperlink to display the document details. 4. In the Related Documents section, you find the complete number for the respective RFQ, RFQ response and purchase order documents.

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4.15 Create Invoice


Use
In this section a invoice (Logistics Invoice) is created either after you have received the materials or services from the supplier or directly after the purchase order was created. Whether 3-way or 2-way match applies depends whether the goods receipt indicator is set on the purchase order. This indicator
specifies whether a goods receipt is allowed and expected for the order item. If the indicator is set, the order item is relevant to inventory management. If no goods receipt indicator is set the invoice can be posted for the purchase order directly. This setting is based on order type in SAP ERP.

Prerequisites
You have created and ordered the shopping cart successfully and a purchase order was created subsequently. Purchase order items with goods receipt indicator set require a Goods Receipt or Confirmation before an invoice can be entered. Service items require a Service Entry and release (in ERP) or Confirmation of service performance in SAP SRM.

Procedure to Create an Invoice with Reference to Purchase Order


1. Log on to the SRM interface as an employee using the following link on your front-end PC: SAP SRM User Link Employee BS_Logon_page

2. On the first screen of the NWBC interface you will find the user menu on the left and the application area on the right side of the screen. Choose Shopping Area in the user menu. 3. Select Invoices/Credit Memos in the POWL queries. Select the active listbox Create Invoice and find the entry Invoice. As alternative you can post Credit Memo, Subsequent Debit or Credit. 4. Find the Purchase Order(s) to which you want to post the invoice by using the button Add or link Find. 5. Enter/Find the Invoicing Party by using the F4 help. Invoicing Party is prepopulated by entering the supplier. 6. Enter the Supplier to which you want to post the Invoice. Supplier is proposed from the purchase order. You cannot post the invoice to more than one supplier. 7. Enter the mandatory field External Invoice Number. 8. Enter the mandatory field Invoicing Date. 9. Check the PO line item and if any information is missing. 10. If required change the appropriate tax code 11. Click the button Calculate Tax 12. Click the button Calculate Total Value

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13. Click the Post pushbutton,

Result
You have successfully created an invoice in SRM. A invoice document will be posted through to SAP ERP. The Invoice details are also updated into the purchase order history. You can use transaction ME23n to review the purchase order history for your purchase order document you created the invoice for.

Procedure to Create an Invoice without reference to to Purchase Order Non-Purchase Order Invoice
14. Log on to the SRM interface as an employee using the following link on your front-end PC: SAP SRM User Link Employee BS_Logon_page

15. On the first screen of the NWBC interface you will find the user menu on the left and the application area on the right side of the screen. Choose Shopping Area in the user menu. 16. Select Invoices/Credit Memos in the POWL queries. Select the active listbox Create Invoice and find the entry Invoice. As alternative you can post Credit Memo, Subsequent Debit or Credit. 17. Enter/Find the Invoicing Party by using the F4 help. Invoicing Party is prepopulated by entering the supplier. If you want to change the prepopulated Invoicing party use the F4 help. 18. Enter the Supplier to which you want to post the Invoice. In Non- Purchase Order invoice Supplier is not proposed but has to be entered manually. Enter the mandatory field External Invoice Number. 19. Enter the mandatory field Invoicing Date. 20. Enter description/product category or product ID, quantity, UoM, Price, Currency and other mandatory information on the invoice line item. Hit Check if not sure whether data is sufficient for invoice posting. 21. If required change the appropriate tax code 22. Click the button Calculate Tax 23. Click the button Calculate Total Value 24. Click the Post pushbutton,

Result
You have successfully created an invoice in SAP SRM. A invoice document will be posted through to SAP ERP. The Invoice details are also updated into the purchase order history.

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4.16 Approve Invoice


Use
In this section the created Invoice is subject to approval.

Procedure
1. Log on to the SRM interface as a manager using the following link on your front-end PC: SAP SRM User Link Manager BS_Logon_page

2. On the first screen of the NWBC interface you will see the user menu on the left and the application area on the right side of the screen. In the user menu, choose Work Overview to display your Work item in the application area. 3. To select the appropriate item of your workflow list, select the subject name to see further details. 4. Check the details of the invoice. 5. Select the Invoice tab and deselect the GR-Bsg IV checkbox. 6. Press Approve to approve the invoice.

Result
You have successfully approved the invoice with or without referencing to a purchase order. You can now log off as Manager and log on as Employee and check if the invoice was approved. Select Shopping Area in the user menu and select the Invoices in the POWL queries by refreshing it. Find your invoice and check it. To check the invoice that was created in the SAP ERP system you have to navigate to the document item details. Select Invoices/Credit Memos in the user menu and select the Invoices/Credit Memos in the POWL queries by refreshing it. Click on the Details with the line of your document. In the Related Documents section you find the document number for the confirmation in the SAP ERP system. To view the posted document in SAP ERP directly use transaction FB03.

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