The idea around automating your RFQ or Request for Quotation process is to allow you to send RFQ’s automatically / electronically to multiple vendors via a web form. Your vendors are therefore able to respond to the quote online, which provides realtime updating of information in SAP Business One. In short, your customers can compare quotes, and place a PO (purchase order) on the best option, i.e. price, and this information gets automatically entered into SAP B1.
Steps to Automating RFQ
- 1. In the SAP B1 Item Master Data – Purchasing Data, set multiple Preferred Vendor by clicking the ellipsis […] button.
- 2. Run the Purchase Quotation Generation Wizard from SAP B1 menu Purchasing - A/P - Purchase Quotation Generation Wizard. The below screen will be prompted, click Next to continue.
- 3. In step 1, the user needs to define the scenario name, or to reuse an existing scenario.
- 4. In the step 3, choose the required items and click Next to continue.
- 5. The Item Master Data preferred Vendor will be set as default in step 4, based on the configured Item Master Data Preferred Vendor.
- 6. In step 5, SAP B1 provides the preview of the Purchase Quotation.
- 7. In step 6, tick the ‘Create Online Quotation’ check box to trigger the automatic Online Quotation. Click ‘Yes’ to allow the system to create multiple Purchase Quotations.
- 8. In the last step, SAP B1 will provides the summary of the Purchase Quotation Wizard.
- 9. As the result of step 7, SAP B1 automatically sends the following email to each ‘Vendor’ Contact Person. In this example, emails will be sent to the three selected vendors.
- 10. Clicking the hyperlink in the email will open the Purchase Quotation in web browser.
- 11. The vendor fills the ‘Quoted Quantity’, ‘Price’, ‘Delivery Date’ and ‘Remarks’. Click Submit to save the update.
- 12. The vendor receives the following email, informing that the quotation has been sent to the potential buyer.
- 13. The buyer receives new alert in SAP B1 for every Purchase Quotation update by the vendor.
- 14. Clicking the yellow arrow button will open the Purchase Quotation, which has been updated by vendor.
- 15. The buyer can go to Purchasing - A/P - Purchasing Reports - Purchase Quotation Comparison Report.
- 16. In the report, the user can compare the available Purchase Quotations. The user can also choose multiple entries that need to be converted into Purchase Order by holding ‘Ctrl’ key while selecting the report rows. To create Purchase Order from the selected entry, click the ‘Create Purchase Order’ button.
- 17. As the result, Purchase Order will be created by SAP B1.
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