Outlining Request for Price

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 condition. 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 the following video you can watch the overview of bidding process with SAP Ariba integration and manual creation of quotations. There are three different processes.

Note

As shown in the video RFQ processing can be executed also by sending your RFQs to SAP Ariba Sourcing or using SAP Ariba Discovery, where the bids will be sent back to SAP S/4HANA Cloud system from SAP Ariba. This scope item deals only with the creation of quotations manually. For managing RFQs integrated with SAP Ariba, check out the modules Automation of Source-to-Pay with Ariba Network (‏42K‏) and Sourcing with SAP Ariba Sourcing (‏4BL‏) in this training.

The following video shows an example of the bidding process from the creation of an RFQ including the creation of follow up documents until creation of 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

• 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

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

• Add bidders

• Select the type of follow-on document

  Note

  You 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

• Add attachments

• 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.

Note

You cannot use the RFQs that have been created in the Manage RFQs Fiori app, in the SAP GUI environment, and vice versa.

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

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 quotations

  Note

  The 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.

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.

The following table lists the SAP Fiori apps that are used in the Request for Price Process steps.