eProcurement

Transaction: ME41 Create RFQ

Transaction: ME41 Assign Vendor

The following button invites vendor to participate in the bid.

Transaction: ME41 Materials & Services Entry

The following button shows the window to access the materials & services of the RFP

The position details confirm the terms of the Participation Reminder:

According to the Reclamation values entered, the system sends an e-mail to pending vendors to participate in the RFP.

Transaction: ME41 Send RFP invitation.

The following button confirms the assignment of message ZGR1 to send an automatic e-mail informing about the RFP.

If for any reason the web system eProcurement is not used, there is a manual alternative message, message ZGR2 that informs about the RFP and attaches the corresponding PDF document.

The following button saves the Request for Quotation to send it to the vendor 10002774

RFQ number 6000003190 is created

Transaction: ME9A Manual Execution of ZGR1message

From the eProcurement system, the RFQ can be viewed since the messages from transaction ME9A is executed.

eProcurement web system

When a RFQ is assigned to a vendor, it receives an e-mail to access the website.

If the vendor doesn’t remember its user code or password, by clicking on a button the data configured in the Z tables is sent through an e-mail.

When accessing, a menu bar will be shown for the different inboxes and the homepage includes a document counter classified by their status.

eProcurement web system

When accessing, a menu bar will be shown for the different inboxes and the homepage includes a document counter classified by their status.

eProcurement web system – Document Search

Advanced Searcher It allows searching for a request to:StatusDocument numberRFP numberSubmittal deadline (corresponding ranges)Request date (corresponding ranges)

eProcurement web system – Status Inbox

Currently the system has the following inboxes:

Outstanding Requests: It refers to the creation of a Request from SAP with ME41, which is assigned to a vendor. Then, the vendor is automatically informed by e-mail and then it can visualized itself the outstanding requests. Submitted Offers: It refers to a RFQ being completed by the vendor and then it is delivered to the SAP purchase team. Such offer is considered under the status “submitted”, despite the submission term hasn’t expired. Provided that such term is not overdue in SAP, the offer can be cancelled, modified and resubmitted as many times as necessary to make corrections. Once the deadline is overdue such offer goes into SAP, ME47 to be analyzed by the purchase team. Awarded Offers: It refers to the status in which the purchase team generates the analysis of the submitted offers and determined the awarded positions to the vendor for its subsequent purchase. Thus, the document will go to this inbox after the vendor has received a notification e-mail. It’s important to clarify that the award is based on the position within SAP, so the vendor should download the awarded offers in PDF to view only the awarded positions.Lost Offers: It refers to the status in which the purchase team generates the analysis of the submitted offers and determines the rejected positions. Thus, the document goes into this inbox after the vendor receives a notification e-mail. It’s important to clarify that the rejection within SAP is generated based on positions, so the vendor should download the lost offer in PDF within the web to view the lost positions.Rejected Requests: It refers to the status in which a vendor receives a RFQ in the inbox for outstanding requests and it decides not to participate in such bid. The vendor can reject it and this document goes into the inbox for rejected requests.

eProcurement web system – Participation

Action of the vendor from the web, outstanding request inbox, download the PDF from the RFQ to decide upon its participation.

- PDF icon to download the form from SAP.

- “Editar “ to participate in the bid

- “No participar”: to send the request to the rejection inbox.

If the vendor wants to participate, it has to select EDITAR and accept the terms and conditions included in initially in SAP

By accepting the terms and conditions the system enables the user to access the values of the offer.

eProcurement web system – Participation

Action of the vendor from the web, outstanding request inbox, download the PDF from the RFQ to decide upon its participation.

- PDF icon to download the form from SAP.

- “Editar “ to participate in the bid

- “No participar”: to send the request to the rejection inbox.

If the vendor wants to participate, it has to select EDITAR and accept the terms and conditions included in initially in SAP

By accepting the terms and conditions the system enables the user to access the values of the offer.

eProcurement web system – Participation

The vendor has to enter the followinh fields:

Payment Method:End of Validity (time when the price offer is valid)Currency in which the offer values are entered.Headline for basic clarifications.Unit Price of each material per positionTotal Price is automatically calculated by multiplying quantity times unit price. Position Note for basic clarifications of such position.Delivery Address of such position if it differs from the request viewed in PDF.Delivery Date of the position.

eProcurement web system – Submittal

When saving the data entered, the request continues outstanding.

Since the Outstanding Request Inbox it is possible to modify the offer, attach documentation files or submit the offer.

When the offer is submitted, it can be downloaded from the web as a PDF file so as to see its values.

The offer submission can be cancelled until the submittal deadline is overdue, after that, no more changes are acceptable.

If before the deadline expires the vendor forgets to submit the offer, it will receive a reminder through an e-mail with the notification times within the offer.

Transaction ME49 – Purchase Analysis

When Procurement staff analyses the offers and determines the awarded and rejected offers through transaction ME49 y ME47 from SAP, this result sends notification to vendors informing about the award or rejection of the bids and the vendor may go to the Awarded Offers and Lost Offers inboxes to download the PDF file with the different positions.

It’s important to enhance that from the same request, some positions could be awarded and some others rejected; therefore, it’s necessary to download the PDF file to confirm.

From SAP, it’s important to clarify that the bids are checked simultaneously since when a vendor submits an offer, it will not be visible to the procurement team until the submittal deadline expires. Thus, all vendors are given the same opportunities and agreements are avoided.

When the deadline for the bid expires, a background process executes transaction ZCL_MM_EP_BATCHME47 automatically, which generates the RFQ as visible offers within transaction ME49 & ME47.

Transaction ME47 – Offer Acceptance

Positions are accepted and then, from the headline they must be selected to add the printing message.

ZGR4 (5 external dispatch).

eProcurement web system – Awarded Offers

After saving from transaction ME47, the vendor is notified about its awarded offer through an e-mail.

In eProcurement, it should go to the Awarded Offers inbox (Ofertas Ganadas):

Here, it’s possible to download the offer in PDF file and see al awarded positions.