Locate Scope Item in LoB
Throughout this training, if not otherwise specified, when SAP S/4HANA Cloud mentioned, the public edition of the SAP S/4HANA Cloud meant (i.e. SAP S/4HANA Cloud stands for SAP S/4HANA Cloud, public edition).
Scope item Request for Price (1XF) is belonging to the business area Sourcing and Contract Management which is part of "Sourcing and Procurement" line of business.
A request for quotation (RFQ) is an invitation extended to a supplier by a purchasing organization (purchase department) to submit a quotation (bid) for the supply of materials under certain terms and conditions. You can create requests for quotations in the SAP S/4HANA Cloud system and send them to a supplier via e-mail or as a printed version by mail. The suppliers provide their quotations via e-mail or by mail as well. You can manually create a quotation using the Manage RFQs app in the SAP S/4HANA Cloud system and maintain quotations using the Manage Supplier Quotations app. By default, a new quotation has the status In Preparation. You select a quotation that you want to award and submit it for approval. You can award the best quotations either directly within the quotation or from the list in the Manage Supplier Quotations app or from the list in the Compare Supplier Quotations app. Depending on the approval settings, the awarded quotation is either awarded automatically or receives the status In Approval and must be approved or rejected manually. The quotations that don’t meet your requirements must be set to Rejected/Completed manually. After awarding the quotation, the follow-on documents are created in SAP S/4HANA Cloud system.
In SAP S/4HANA Cloud system, you can also create an RFQ referenced to a purchase requisition using the Process Purchase Requisitions SAP Fiori app.
In the following video, you can watch the overview of the bidding process with SAP Ariba integration and the manual creation of quotations. There are three different processes.
The following video shows an example of the bidding process from the creation of an RFQ including the creation of follow-up documents until the creation of a supplier invoice.
The following diagram shows the process steps of Request for Price (1XF).
- Specify individual output channels for suppliers
- Reduce the time needed to evaluate proposals from qualified bidders with qualified responses
Key Process Flows
- Create a request for quotation and automatically submit it to the corresponding suppliers
- Receive the supplier proposals electronically and automatically create supplier quotations
- Compare and award the corresponding quotations
- Create follow-on documents
Manage RFQs (F2049)
Using this app, you can create price requests in SAP S/4HANA Cloud and send them directly to your supplier via e-mail or as a printed version by mail. You receive the quotations from your suppliers and then create the quotations in SAP S/4HANA Cloud manually.
Using this app, you can:
Display a list of already existing RFQs
Search for an RFQ
Copy an existing RFQ and modify it according to your requirements, or add a new RFQ
Maintain delivery address for each requested item
Maintain delivery and payment terms
Select the type of follow-on documentNoteYou can create only one follow-on document for an RFQ. You can select whether an outline agreement or a purchase order should be created automatically after you have awarded a quotation.
- Publish the RFQ
View the detailed information of the received quotations
Create, edit and display additional information to your suppliers in the form of texts in the Notes section.
Manually change the details of the quotations that are in status In Preparation or in status Submitted if this has been agreed with the supplier outside of the bidding platform (via phone or e-mail).
Automatically update the pricing information in the info record and in the info note.
Display all relevant legal transactions and navigate to the detailed information.
Assign legal transactions to an RFQ.
Display the History of the RFQ to keep track of the document changes.
Display the process flow to see the steps that were already performed in the procurement process. You can navigate to the relevant document by clicking the required part of the graphic.
Cancel an RFQ.
Lean Services for RFQ Items
You can use lean services within this app. Lean services are maintained in the RFQs on item level, in the same way as materials. When you create a new RFQ, you add items to it. By default, the product type group 1(Material) is used. To change the product type group, click the newly added item to open it in the Request for Quotation Item screen. In the section Product Type Group , select 2(Service) and make the required changes. You can create RFQs that include both items of the type Material and items of the type Service
You cannot use the RFQs that have been created in the Manage RFQs Fiori app, in the SAP GUI environment, and vice versa.
Compare Supplier Quotations (F2324)
With this app you can compare supplier quotations to find the best offer.
Using this app, you can:
Search for a specific request for quotations
Display all received quotations for this RFQ and check whether all invited suppliers have already sent their quotations to you
- Get an overview of the following information for all quotations for an RFQ at a glance:
Basic supplier data, for example address and name
Total net value
The total net value reflects the complete net costs for the goods or services including transportation costs.
Check fully quoted items
Fully quoted items are items that the supplier can deliver in the requested quantity.
Check best-priced items
Items with the lowest price are displayed as best-priced items. Any other factors such as supplier evaluation score, are not included in the calculation.
Compare up to three supplier quotations
Award the best quotation or award several quotations partially
Manage Supplier Quotations (F1991)
You can use this app to display all supplier quotations that you have received for different RFQs. You can view the detailed information for each quotation.
Using this app, you can:
Display the list of all quotations
Search for a particular quotation
Display detailed information for a quotation by selecting the corresponding line
Display general information such as creation date, supplier address, and contact data
Display detailed information for items such as the actual item, quantity and pricing details
Submit quotations that are in status In Preparation
Edit quotations that are in status In Preparation or in status Submitted
Delete quotations that are in status In Preparation
Award quotationsNoteThe system doesn't accept supplier quotations with the net order price that is equal to 0.
Set quotations to Completed
Navigate to the detailed information about suppliers and RFQs
Display the History of the supplier quotations to keep track of the document changes.
Situation Handling - Low Number of Quotations Received
You want your purchasers to be informed automatically when an RFQ is close to the quotation deadline but only a low number of supplier quotations have been received. Then, you as a business configuration expert can use the standard template Low Number of Quotations Received for handling this situation.
Usually purchasers can see the number of the received quotations as well as the quotation deadline only if they open an RFQ and check this information. The standard template Low Number of Quotations Received enables you to inform your purchasers about the approaching quotation deadline of an RFQ with a low number of received supplier quotations, so that the purchasers can keep an eye on such RFQs and contact the invited suppliers without submitted quotations if needed.
For more information about situation handling and how to use it, check out the Situation Handling lesson in the SAP S/4HANA Cloud, public edition Sourcing and Procurement Overview module.
You can watch the following video to discover how you can access the situations and react to them.
SAP Fiori Apps
The following table lists the SAP Fiori apps that are used in the Request for Price Process steps.
|Process Step||Business Role||SAP Fiori App|
|Create Price Request||Purchaser||Manage RFQs (F2049)|
|Create Supplier Quotation||Purchaser||Manage RFQs (F2049)|
|Display Supplier Quotation (Optional)||Purchaser||Manage RFQs (F2049)|
|Compare and Award Supplier Quotation||Purchaser||Compare Supplier Quotations (F2324)|
|Create Follow-on Documents||Purchaser||Manage Supplier Quotations (F1991)|