RFQ USER MANUAL
1. Prerequisites (Master Data & Configuration)
Before testing the RFQ process, ensure the following data is available in your system:
Configuration Data (SPRO)
Document Type: Ensure standard type AN (RFQ) is defined in OMEA.
Number Ranges: Assigned to document type AN in OMER.
Screen Layout: Fields should be set to "Optional" or "Required" in OMFE.
Master Data
Material Master (MM01): A material (e.g., Palm Oil or Sugar) must exist in the plant.
Business Partner/Vendor (BP): At least 2 or 3 vendors to compare prices.
Purchase Info Record (ME11): (Optional) If you want to see if the RFQ updates the PIR later.
2. Step-by-Step Testing Manual
Step 1: Create RFQ (ME41)
This is where you ask vendors for their prices and terms.
RFQ Type: AN
Language / Date: Current Date
Purchasing Org / Group: Your Bikaji Org/Group.
Deadline: The date by which the vendor must respond.
In the SAP RFQ process, the Collective Number (also known as the Bid Invitation Number) is a 10-character alphanumeric field used to group multiple RFQs together for a single procurement project.
Grouping: By entering the same Collective Number (e.g., SUGAR_MAR26) in the header of all RFQs, you create a "logical link" between them.
Simplified Comparison: Instead of remembering five separate RFQ numbers, you only need to remember one name.
After That , Action: Enter Material, Quantity, and Plant. Enter..
Address: Click the "Vendor Address" icon and enter the first Vendor ID. Save. Repeat for the second Vendor.
Enter 1st Vendor number
Enter 2nd Vendor Number
Enter 3rd vendor number
Step 2: Maintain Quotation (ME47)
Once the vendors send their price lists back, you enter them into the system.
Action: Enter the RFQ number generated in Step 1.
Data Entry: Enter the Net Price, Tax Code, and Delivery Date provided by the vendor.
Conditions: Click on the "Conditions" icon to add freight or discounts if applicable.
screenshot showing the the Conditions (RA01 Discount % entered.
(Like this Maintain all the RFQs Created using tcode - ME47)
Step 3: Price Comparison (ME49)
The system evaluates all quotations and tells you who is the cheapest.
Action: Enter the range of RFQ numbers or the Collective RFQ number.
Execution: The system generates a list showing the "Rank" of each vendor.
[ME49 Comparison Result]
screenshot showing the comparison list and the "Rank 1" vendor.
Step 4: Rejection of Vendors (ME47 or ME48)
For the vendors you did not select, you must send a rejection letter.
Action: Go back to ME47 for the expensive vendor.
Indicator: Check the "Rejection Indicator" (Rej) box at the item level.
Output: This triggers a rejection letter (Message Type ABSL).
[Screenshot Provision 4: Rejection Indicator in ME47]
Attach a screenshot showing the 'R' indicator checked for the losing vendor.
Step 5: Create Purchase Order with Reference (ME21N)
Convert the winning quotation into a legal Purchase Order.
Action: In ME21N, click "Create with reference to RFQ."
Result: All prices and terms from the RFQ flow automatically into the PO.
[Screenshot Provision 5: ME21N referring to RFQ]
Attach a screenshot of the PO where the "Reference" tab shows the RFQ number.
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