RFQ Comparison

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Document No: 1kI-SUkL-LU 1kG Manua| (TRF/P2P/1.2.2) - 003 kev. 00

End User Training Manual

for

SAP MM Material Management

Process Name: RFQ & Comparision

Process No: TRF/P2P/1.2.2

Control Copy No: TRF/P2P/1.2.2/01

ocument Chunge Control
Doc Version Description Prepared by Date Reviewed by Approved by
00 Draft Srinivas .T 25/12/2009

Project: Mission SURE

TRF-SURE-EU TRG Manual (TRF/P2P/1.2.2) 003 Rev. 00
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Enterprise Procurement to pay process in TRF has the following business processes.

Sl. No. TRF
Enterprise
Process No.
Process Name
1 TRF/P2P/1.1 PR processing
2 TRF/P2P/1.2.1 Procurement
planning
3 TRF/P2P/1.2.2 RFQ & Comparison
4 TRF/P2P/1.2.3 Purchase Contract
5 TRF/P2P/1.2.4 Create PO
6 TRF/P2P/1.3 GRN
7 TRF/P2P/1.4 Storage
Management
8 TRF/P2P/1.4.1 Inventory
verification
9 TRF/P2P/1.5 Invoice Verification
10 TRF/P2P/1.6 Vendor Evaluation

For each of the above processes, there are separate End User Training Manuals are
available

This document covers sl. No.3 of the above list, that is RFQ & Comparison

This End User Training manual on RFQ & Comparison consists of the
Following sequence of sub-processes as listed in the Table of contents (next page)


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Contents
1.2.2-RFQ-PURPOSE & DEFINITION .................................................................................. 4
Process of RFQ as per TRF .............................................................................................. 5
This below information is only for readable purpose and creating RFQ is explained below
using T code-ME41 ............................................................................................................... 6
Explanation-Creating an RFQ by Copying or Referencing .................................................... 6
This below information is only for readable purpose .............................................................. 7
Explanation -Creating an RFQ Manually ............................................................................... 7
Note: Mandatory fields when you are creating RFQ with reference to PR ............................. 8
Creation of RFQ with respect to Purchase requisition number in SAP-ME41 ...................... 11
Changing the RFQ-ME42 .................................................................................................... 18
Displaying the RFQ-ME43 .................................................................................................. 20
This below information is only for readable purpose ............................................................ 21
1.2.2- Quotations Purpose & Definition ............................................................................... 21
Maintaining Quotations-Me47 ............................................................................................. 22
This below information is only for readable purpose ............................................................ 29
Comparing Quotations ........................................................................................................ 29
Price comparison of different Quotations AS PER TRF ....................................................... 32
Price Comparison list-ME49 ................................................................................................ 34


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1.2.2-RFQ-PURPUSE & DEFINITIUN

Purpose
You use this component if you wish to manage and compare requests for quotation (RFQs)
issued to vendors and the quotations submitted by the latter in response to them.
Features
In Purchasing, the RFQ and the quotation form a single document. Prices and conditions
quoted by vendors are entered in the original RFQ. If you have issued an RFQ to several
vendors, you can have the system determine the most favorable quotation submitted and
automatically generate letters of rejection to the unsuccessful bidders. You can also store
the prices and terms of delivery from certain quotations in an info record for future
accessing.
RFQs can be subject to a release procedure.
Definition
A request for quotation (RFQ) is an invitation extended to a vendor by a purchasing
organization to submit a quotation (bid) for the supply of materials or performance of
services.
Structure
An RFQ consists of the RFQ header and the items.
RFQ header
Contains general information on the RFQ, such as the vendors address
Items
Contain the total quantities and delivery dates for the materials or services specified
in the RFQ.
An item of a quotation may contain a delivery schedule made up of a number of
schedule lines in which the total quantity is broken down into smaller quantities to be
delivered on the specified dates over a certain period.
An item of the procurement type "external service" contains a set of service
specifications. The latter can be hierarchically structured. The summary view of such
a hierarchical structure is referred to as an outline. The outline comprises a number

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of levels, each representing a level of the service hierarchy. The RFQ quantities are
set out in service lines, representing individual jobs or activities.
In contrast to other purchasing documents, you cannot enter an account assignment in an
RFQ.
Process of RFQ as per TRF

1. Request for quotation will be used to float enquiries in market to obtain quotations
from prospective vendors.
2. RFQ can be created with reference to purchase requisition.
3. Enquiries for regular vendors will be created using their vendor codes whereas one
time vendor code shall be used for floating enquiries to new vendors.
4. Collective number can be entered while creating RFQ. This collective number will be
same for all the RFQS created with reference to same PR.
5. Printout of RFQ for common materials with reference to different PRS(different
projects) will contain total(cumulative) required quantity technical spec / details and
all other initial inputs coming from Pr directly or can be attached (soft copy)
with RFQ.
6. RFQ created above can be sent to vendor by taking printout or by email.
Standard text can be created and used at the time of printouts.
7. Email from sap can be activated, provided that is allowed from system by the buyer.
Vendor email ID should be maintained in vendor master.
8. Documents required can be attached to RFQ through document mgmt system.

List of the attached documents can be kept in word file from DMS or entered in item text.


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Tbis below information is only for readable purpose and creating RFQ
is explained below using T code-ME41
Explanation-Creating an RFQ by Copying or Referencing
You can save time when creating or changing an RFQ by copying an already existing one or adopting items
from a purchase requisition or an outline purchase agreement.
Procedure
In the following example, an RFQ is created by referencing a purchase requisition.
Prerequisite: The requisition you are referencing must have previously been released (approved).
1. Path in SAP Easy Access Choose Logistics-Material Management-RFQ/quotation RFQ Create.
The initial screen appears.
2. Enter the deadline for submission of quotations, the purchasing organization, and the purchasing group.
3. Choose RFQ Create with reference To requisition.
4. In the dialog box which now appears, enter the numbers of the reference requisition and the reference item to
be adopted. If you do not know the item numbers, simply enter the requisition number.
When you press ENTER, the desired item overview appears.
5. Select the items you wish to adopt.
6. Adopt the selected items from the requisition.
If you wish to change the selected items before adopting them, choose Edit Adopt + Details. Make your
changes on the item detail screen for each item you have selected.
If you wish to adopt the selected items without changing them first, choose Edit Adopt.
The Item overview screen of the requisition being created appears, with the copied items. You can add items, or
adopt further items from another purchase requisition via RFQ Create with reference to requisition.
7. Choose Header Vendor address.
Enter the vendor number. The system will then take the address data from the vendor master record.

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If you enter the number of a one-time vendor, you must enter the complete address manually.
8. Save the RFQ. An RFQ is created for the vendor in question.
9. Perform steps 7 and 8 again for each additional vendor to whom the RFQ is to be sent.
Result
The RFQ is created in the R/3 System. In order that the information in the RFQ can be transmitted to the vendor,
the system generates a message for the RFQ

Tbis below information is only for readable purpose
Explanation -Creating an RFQ Manually
1. Path in SAP Easy Access Choose Logistics-Material Management-RFQ/quotation RFQ
Create.
The initial screen appears.
2. Enter the deadline for submission of quotations, the purchasing organization, and the
purchasing group.
Document data
RFQ type: In the standard system, the default value for the RFQ type is AN (RFQ). It is the
value we assume for this example.
RFQ: Leave the field blank, the system will assign a Internal number automatically.
Organizational data
enter the key for your purchasing organization and purchasing group.
Default data
if you make an entry in any of these fields, the value becomes the default value in each item.
For example, if you enter the delivery date, then this date is suggested in each item. You can
change this value at any time.
3. Press

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ENTER.
The item overview screen appears.
4. For each item, enter:
The number of the material, if the material has a material master record
If the material does not have a master record, then leave the field for the material number
blank. In this case, entry of the short text, material group, and order unit is mandatory,
however.
The quantity requested
The delivery date (day, week, or month - enter the corresponding date category)
The number of the receiving plant and that of the storage location, if known
5. To review the detailed information for an item, first select the item. Then choose Item
Details
To review such header information as the important deadlines for the RFQ, choose Header
Details. You can also enter the collective number on this screen.
6. Choose Header
Vendor address
Enter the vendor number. The system will then take the address data from the vendor master
record.
If you enter the number of a one-time vendor, you must enter the complete address manually.
7. Save the RFQ so that the RFQ is created for the relevant vendor.
8. For each further vendor to whom you want to send the RFQ, enter the vendor number and
save the document.
Result
The RFQ is created in the SAP System.

Note: Mandatory fields wben you are creating RFQ witb reference to
PR


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S.N0 Field
name/Activity
USE EG: User action and
values
1 RFQ Type The RFQ type is
proposed by the
system. However,
you can choose a
different RFQ type
if one has been
defined for your
system.

E.g.; Enter the RFQ
type as EAN
2 Quotation
Deadline
Date by which the
vendor is to
submit the
quotation.

Eg;26.12.2009
3 Purchase
Organization

Entry of the
responsible
purchasing
organization is
mandatory.

1000
4 Purchasing
Group
Enter the key for
the responsible
purchasing group.

100
5 Plant You use the plant
key to determine,
for instance, which
plant is to receive
ordered goods.

1000
6 Purchase
Requisition
Number

Enter the number
of the purchase
requisition you
wish to reference.

10000019
7 Storage Location

Number of the
storage location at
which the material
is stored. A plant
may contain one
or more storage
locations.

1000
8 Collective
Number

If the RFQs or
purchase orders
of a particular
procurement
process have
been assigned to
a collective
number, it is then
5

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possible to list and
process all the
individual
RFQs/inquiries or
POs that are
grouped under
this number
9 Vendor Account
Number

With the vendor
number,
information from
the vendor master
record (such as
the vendor's
address and bank
details) is copied
into a purchasing
document (such
as a request for
quotation or a
purchase order).
You can use the
vendor number to
keep track of
requests for
quotation,
purchase orders
and outline
agreements.

101308


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Creation of RFQ witb respect to Purcbase requisition number in SAP-
ME41

Enter required user
input as per SBU
requirement
Enter purchase organization
and purchase group as per
requirement.
After entering purchase
data click reference to
purchase requisition

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After clicking reference to purchase requisition, next screen appears as

Next choose ,screen appears as

Enter the reference
required PR number and
click

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Next select complete PR line and
click adopt details all the PR details
will be copied, if any fields required
enter the inputs and save

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Screen appears as

Choose header details next screen
shown below

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Choose vendor address, to maintain
vendor, next screen shown below

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Now Save the RFQ. An RFQ is created for the vendor.

Save & Repeat the same process for
inputting the next vendor

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Cbanging tbe RFQ-ME42

Enter the RFQ number which
has to be changed and press
enter

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Change the required fields as per SBU and save the document.


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Displaying tbe RFQ-ME43

Enter RFQ number to
be displayed and click


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1.2.2- Quotations Purpose & Definition

Contains a vendor's prices and conditions and is the basis for vendor selection

This step involves maintaining prices, payment terms, taxes and other things communicated
by vendor in the system.

Definition
A quotation is an offer by a vendor to a purchasing organization regarding the supply of
materials or performance of services subject to specified conditions.
Structure
A quotation is legally binding on the vendor for a certain period. The quotation is the
vendors response to a request for quotation issued by a purchasing organization.
A quotation consists of items in which the total quantity and delivery date of an offered
material or service are specified.
An item of a quotation may contain a delivery schedule made up of a number of schedule
lines in which the total quantity is broken down into smaller quantities to be delivered on the
specified dates over a certain period.
An item of the procurement type External service contains a set of service specifications.
The latter can be hierarchically structured. The summary view of such a hierarchical
structure is referred to as an outline. The outline comprises a number of levels, each
representing a level of the service hierarchy. The quantities of the quotation are set out in
service lines, representing individual jobs or activities.
If services cannot be defined precisely, value limits are stipulated instead of service lines.
Value limits can be set for certain contracts.
Conditions can apply at various levels:
To the entire quotation
At item level, to the material to be supplied or to the planned procurement in the case
of services

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At service line level for individual services (tasks or activities)

Maintaining Quotations-Me47

S.N0 Field
name/Activity
Description EG: User action and
values
1 RFQ Number Enter the required
number of the
document.

6000000008

.

Enter the RFQ number
for which quotation to be
maintained, next click


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Next screen appears as

Select line item and click header details, next
screen appears as


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Next to see price related information

To see tax and price information click on item
conditions, next screen appears as

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S.N0 Field
name/Activity
Description EG: User action and
values
3 PB00-condition
type
Gross Price 2.000,00
4 FRA1-Condition
type
Freight % 2,000


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To see vendor address details

Click on vendor address icon to see the
details, next screen appears as

Page 28 of 37


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Comparing Quotations
You can compare the prices from all quotations received as a result of a competitive bidding
process using the price comparison list. The comparison list ranks the quotations by item
from lowest to highest price.
Prerequisites
Before you generate the price comparison list, you need to consider the following:
If possible, each quotation should have pricing data for the same item. Only then is
the correct interpretation of the mean and total values possible.
If quotations 1 and 2 have pricing data for item 1, but quotation 3 only has price
information for item 2, then the system does not have enough information to accurately
compare the prices of all three quotations.
If a quotation is submitted in a foreign currency, the price is automatically translated
into the currency of the company code, which is determined by your purchasing
organization.
You should therefore make certain that up-to-date exchange rates are defined in your
system.
Procedure
1. Choose RFQ/quotation
Quotation Price comparison list-Me49
The selection screen for the price comparison list appears.
2. Enter the selection criteria for the quotations that are to be compared.
You can enter either a range of quotation numbers or, by entering the collective
number, select all quotations belonging to a certain competitive bidding process. It is
also possible to select by vendor number and by material number. You must specify
either a range of quotation numbers or the collective number.
3. Choose the comparison values to be used.
Reference quotation

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You can compare the quotations within the list with a sample quotation. The system
displays the percentage deviation between each quotation in the list and the sample
quotation.
Mean/minimum value quotation
The price comparison list can also display a "fictitious" quotation reflecting the
average or minimum value of all quotations. Select either the Mean or Minimum
value quotation field to choose the type of fictitious quotation.
Percentage basis
The price comparison list displays the percentage of each item in relation to the
maximum, minimum, or average price. To determine the display type, enter one of
the following:
+ highest value for each item is the 100% value
- Lowest value for each item is the 100% value
"_" Mean value for each item is the 100% value
Price computations
select the appropriate field to specify which of the following should be taken into
account in determining the comparison price:
Cash discount
Delivery costs
Effective price
4. Choose Program
Execute.
The price comparison list is generated.
The price comparison list displays the price per item in the base unit stored in the material
master record.


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Further Information
From the price comparison list, you can do the following:
Display additional information about the material master record for a particular
material
Display additional information on the quotations in the price comparison
Display a certain quotation
Display a vendor master record
Invoke vendor evaluation functions
If you position the cursor on
A vendor, only the latters evaluation is displayed (in relation to the
materials he is able to supply).
A material, the system generates a ranking list of all vendors that have
submitted a quotation.
- The quotation data (e.g. price or rank), the system will carry out a comparison of
evaluations.
Saving the Market Price
The market price is the basis for appraising the vendor's price level for a material and is
used for vendor evaluation purposes. A market price can apply to a material or a material
group.
You can store a price as the market price from within the price comparison list. Position the
cursor on the desired price and choose Edit Save market price.


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Price comparison of different Quotations AS PER TRF

1. On the basis of quotations submitted by different vendors, price comparison can be
carried out through system. System doesnt provide any help in evaluating the
vendors on technical terms.
2. Collective number can be used as input for comparison.
3. System gives option of comparing Basic price / Effective price i.e. price along with
delivery cost & taxes etc.
4. The system is capable of simulating pricing scenarios, allowing you to compare a
number of different quotations.
5. After selection of one of the vendors after comparison , rest can be rejected by giving
proper reason for rejection from the navigating through comparison screen itself and
if required rejection letters can also be printed / emailed through system for rejected
vendors after comparison process is over.
6. After negotiation changes in quotations can be done from this transaction, system
keeps the record of changes made in PO. And the same can be checked through
change document or audit trail.
7. Thus vendor wise offer for particular item / items can be stored in system and will
form the offer history.
8. Market price can be set from this transaction and same can be seen in a report
through transaction MEKH.
9. Final format for comparison statement needs to be finalized and developed during
realization phase which will include commercial comparison along with vendor quality
performance parameters captured under vendor rating system


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Price Comparison list-ME49

Enter RFQ number and click
execute button

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RFQ Comparison

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