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SmartPlant Materials How to Manage the Inquiry Cycle

Version 2007.1 (6.2.3) January 2007 / April 2007 DMAR1-PE-200078A-UPDATED

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Table of Contents

Table of Contents Introduction ........................................................................................................................4

Detailed Steps for Workflow .............................................................................................6 Requisition Workload and Assign Buyer .....................................................................6

Print Screens ....................................................................................................................... 7 Create Inquiry .............................................................................................................10

Print Screens ..................................................................................................................... 11 Assigning Bidders ............................................................................................................. 12 Print Screens ..................................................................................................................... 12 Approving the Inquiry....................................................................................................... 13 Print Screens ..................................................................................................................... 14

Request for Quotation and Bidding ............................................................................15 WEB Based E-commerce ................................................................................................. 15 Print Screens ..................................................................................................................... 16 Bidding Via EIBP ............................................................................................................. 17 Print Screens ..................................................................................................................... 18

Bidding Traditionally Via Reports .............................................................................20 Maintaining the Bid Information and Selecting a Supplier ........................................21

Inquiry Workload .............................................................................................................. 21 Quote Information ............................................................................................................. 21

Preliminary Commercial Evaluation ..........................................................................23 Final Commercial Evaluation .....................................................................................24 Print Screens ...............................................................................................................25

SmartPlant Materials How to Manage the Inquiry Cycle 3

0BIntroduction

Introduction Using Inquiries is an essential part of the procurement process that allows a company to obtain competitive quotations for goods and services, as well as the best delivery schedules for a project. The need for Inquiries (sometimes called Requests for Quotations or RFQs) is reflected in SmartPlant® Materials.

For all Blanket Orders, it is essential that an inquiry be undertaken in order to register the list of prices for the commodities that appear on the blanket order. For Purchase Orders, inquiries can also be used to register the prices, deliveries, and so forth, although it is not mandatory to use inquiries in SmartPlant Materials for normal POs. The use of inquiries in SmartPlant Materials for POs should reflect the company’s normal business practice.

The inquiry cycle in SmartPlant Materials is always triggered and started by released requisitions coming from engineering. Engineering is able to send two different main types of requisitions to procurement:

1. Requisition for inquiry: These requisitions (REQ) can be used to find prices for material but do not allow procurement to purchase this material. Requisitions for inquiry can be used to create inquiries, bid evaluation, select supplier/suppliers, and create a blanket order. A blanket order (BO) can then later be used to transfer prices and conditions based on a new requisition for purchase from the blanket order into a new purchase order (PO).

2. Requisition for purchase: The Requisition for purchase contains positions (material) that must be purchased by procurement according to the specification of material and the needed quantity at the planned time at the correct place. The Requisition for purchase may be used to create inquiries, bid evaluation, award supplier/suppliers, and create POs, or it can be used to create POs directly.

There are three revision types for Requisitions:

1. Supplement: The first version of the engineering requisition is always supplement 0 (zero). If a MTO creates a new engineering requisition, the procedure looks for existing supplements and creates the engineering requisition with the next free supplement number. The next supplement may contain new material, or more or less material per position.

2. MR Rev: The document revision MR Rev starts with 0 (zero) if it is a requisition for purchase and starts with 'A' if it is a requisition for inquiry only. Updating attached documents will directly change the MR Rev. Since the requisition itself is also a document, incrementing the SR directly increments also the MR.

3. SR Rev: The Material revision SR Rev starts with 0 (zero) if it is a requisition for purchase and starts with 'A' if it is a requisition for inquiry only. The SR Rev is incremented if a line item exists that has an increased quantity <> 0 or an attached VDR has changed/updated/deleted.

4 SmartPlant Materials How to Manage the Inquiry Cycle

0BIntroduction

The three revisions allow you to easily recognize the status of modification done on a requisition.

Supplement MR Rev

SR Rev

Action

0 0 0 New requisition.

1 1 1 New supplement with new quantities and maybe also changed documents and VDRs.

2 1 1 Forced supplement with no modifications (this should occur in procurement only as an exception).

2 2 1 Modifications in documents only.

2 2 2 VDR or quantity changes.

The required steps for this workflow include:

• Issue inquiry via paper. • Receive quotes via paper. • Issue inquiry via electronic EIBP. • Receive quotes via electronic EIBP. • Perform technical evaluation. • Perform commercial evaluation. • Award (that is, partial line items or cherry picking).


1BDetailed Steps for Workflow

Detailed Steps for Workflow The requisition workload screen now features the new Core Workflow Screen functionality. For the detailed description of general functions in CWSs, please refer to the Maintain Suppliers B-060-10-A-A-3-2-3-R3 6i document.

Requisition Workload and Assign Buyer The first step in the inquiry cycle is to assign the name of the buyer responsible for the inquiry to the related requisition or group of requisitions. This is done on the P.30.01 Requisition Workload screen.

• Select the requisition you wish to create the inquiry from and use the cursor to highlight it.

• Scroll to the right to the “Buyer” field. In this field, use the List of Values (LOV) menu to select the name of the buyer. Only those users who have been assigned the “Buyer” privilege will appear in this list. Requisitions with supplements higher than 0 will be automatically assigned to the buyer with supplement 0. The procurement manager may change that buyer manually.

• Save the record. Once the record is saved, the “Proc Acknow” field will automatically be filled in with the date to show that a person in the procurement department has assigned the requisition to a buyer.

• The “Create Inquiry” button will become active allowing the user to start the process of inquiry creation.

• Click this button. Once the inquiry process has started, a message will appear stating “Inquiry xyz successfully created”. This message does not mean that the inquiry has physically been created. Only that the user can now access the inquiry information and go on to create the actual inquiry package. NOTE: ONLY USERS WITH THE “ASSIGN BUYER” PRIVILEGE CAN ADD THE NAME OF A BUYER TO A REQUISITION FOR THE INQUIRY CYCLE. THIS PRIVILEGE MUST BE ASSIGNED ON THE A.20.06.04 PRIVILEGES SCREEN. THERE IS A USER PREFERENCE SETTING THAT CAN BE APPLIED TO THIS SCREEN. THIS SETTING IS APPLIED ON THE A.60.61 USER PREFERENCES SCREEN. FOR PERSONNEL RESPONSIBLE FOR ASSIGNING REQUISITIONS TO BUYERS, IT IS ESSENTIAL THAT THE SETTING FOR “REQ DISPLAY CONTEXT” IS SET TO ALL OR UNAPPROVED, SO THAT THE USER CAN VIEW ALL THE REQUISITIONS IN A PROJECT THAT HAVE YET TO BE ASSIGNED. USING A CONTEXT FUNCTION, THE USER CAN SELECT WHICH OF THE REQUISITIONS HE WANTS TO SEE.



Print Screens P.30.01 Requisition workload:

P.30.01 Requisition workload: Assign buyer.

Assign the buyer using the LOV menu.



A.60.61 User Preferences:

The following options are available:

In this context, 'purchased' has the following meaning: If a requisition can only be used for inquiry, it is considered as being purchased if all line items can be found on a blanket order. If a requisition can also be used for purchasing (the 'Purchase' check box is checked), it is regarded as purchased if all line items have been placed on a purchase order or a notice of commitment.

• Own (default): ERs assigned to the user and not yet purchased. • All: All ERs that have not been purchased. • Partially Inquired: ERs that have at least one line item inquired. • Completely Inquired: ERs all line items of which are inquired. • Partially Purchased: ERs with at least one line item purchased. • Completely Purchased: ERs with all line items purchased. • Incomplete on Issued Inquiries: ERs with at least one line item that cannot

be found on any inquiry and that cannot be found on any purchase order or notice of commitment (that is, those ERs are displayed for which either the 'Assign Partly' check box is checked or for which none of the following check boxes - 'Assign Partly', 'Assign Comp', 'PO Partly', and 'PO Comp' - is checked).

• POs Issued Incompletely: ERs with at least one line item that cannot be found on any purchase order or notice of commitment. In other words, the requisitions for which the ‘PO Comp’ check box is not checked are displayed, and for which either the 'Assign Partly' check box or the 'Assign Comp' check box is checked.

• Revised Reqs: ERs that may only be used for inquiry and that have been revised by engineering.

• No Buyer Assigned: ERs to which no buyer has been assigned.



• No Activities: ERs for which no inquiry and no order has been released so far (not even partially).

• Full: All ERs released to procurement.



Create Inquiry The assigned buyer is responsible for the creation and follow up of inquiries, selection of suppliers, bids, bid evaluation, and bidder selection. Usually this screen will be restricted, so that the buyer will only see inquiries assigned to him. This is achieved by setting the user’s display context to ‘OWN’ and not assigning the screen A.60.61 to his role.

The creation of an inquiry starts on the requisition workload screen.

• This is done by clicking the ‘Create/Update Inquiry’ button on a requisition for which you want to create a new inquiry. Depending on the requisition that you have selected, the label of the button is 'Create Inquiry' (requisition/requisition line items were never on an inquiry) or 'Update Inquiry' (requisition has a supplement <>’0’ and has already been inquired). The ‘Create’ button is only enabled if the requisition: • Has not already been inquired completely • Has not been purchased • Has a buyer assigned to it.

The description of the requisition and all its documents/VDRs are transferred to the new inquiry. Also, the commercial evaluation checklists and other costs that are default are attached to the inquiry.

• From screen P.30.01, use the Fastcall menu to access the P.30.11 Create Inquiries screen. This screen is where the inquiry number can be maintained, other requisitions can be added to the inquiry, and the inquiry package can be approved by use of a function button. • In the “Inquiry Number” field, ensure that the correct inquiry number

is showing. Note that the inquiry number will default to the requisition number so if the inquiry number is going to be different; it must be changed here.

• The default currency for the inquiry can also be set in the “Currency” field using the LOV menu.

NOTE: THE CURRENCY SET IN THE REQUISITION STAGE WILL BE CARRIED OVER INTO THIS FIELD.

• In the short description and description fields, type the name of the inquiry. The descriptions from the requisition will automatically be entered into these fields, so the user must amend them if required.

• The “Bid Due Date” field will show a date two weeks in the future. Amend this date field as necessary using the LOV calendar function.

• The “Supplier Approved” check box can be checked if you wish to use only approved suppliers in the next stage of the inquiry creation.

• You may use the “Matl Group” field here or on the next screen. If you do it here, you are forced to select buyers who are assigned to the



selected material group. If you assign the material group on the next screen, you will be able to select suppliers from several material groups and suppliers not assigned to any material group yet.

• Other requisitions can be added to this inquiry in the bottom field using the LOV menu.

• Save the records.

Print Screens • To maintain the inquiry, use the Fastcall menu to open the P.30.11 Create

Inquiries screen.

• By default, the inquiry number is inherited from the requisition that was

used to create the inquiry and may be updated manually if required. • To attach additional requisitions to the inquiry, use the LOV in the second

block. Inquiries may contain one or more requisitions and also parts of requisitions by splitting a requisition. SmartPlant Materials ensures that each requisition line item is shown only once in an inquiry.

Change the inquiry number and descriptions as required.

Add other engineering reqs here.

Use the Supplier Approved check box for assigning only suppliers who are approved for the material group.

Check the default currency for inquiry using the LOV menu.




Assigning Bidders Once the header level information for the inquiry has been amended, bidders can be assigned to the inquiry:

• From the P.30.11 screen, use the Fastcall menu to access the P.30.13 Assign Bidders screen. This screen can only be accessed in this way and is mandatory for all inquiries.

• In the “Company Name” field, select the chosen companies from the LOV menu. Note: If you have checked the “Supplier Approved” box, only those suppliers marked as approved for this material group can be assigned to this inquiry package.

• If you cannot add the supplier to the inquiry, then go to the P.20.01 screen to check that the supplier is approved and to P.20.05 Supplier Material Groups screen to check that the supplier is registered as a company who can supply this specific material group. When you have added the required companies to the list: • Scroll to the right and add other information as required using the

LOV menu when it is available for use. • Save the records and close this screen.

Print Screens Starting from P.30.11 by Fastcall P.30.13 (Assign Bidder), select the bidders who will receive the actual inquiry.

Starting from the “Company Name” field, the LOV should be used to select the suppliers directly. Depending on the setting of the ZP_PROJSUP project default, either all suppliers (ZP_PROJSUP = 'N') or only those suppliers that have been entered on the P.20.31 Project Suppliers screen (ZP_PROJSUP = 'Y') are available.

USE LOV from here.


Via the multi-LOV, select several suppliers.

Use the selection box to select suppliers. Then click the Fill In button.

Approving the Inquiry • Return to the P.30.11 screen. • Check that all the information on this screen is correct and that all the

attached documents have been referenced via the Fastcall menu. • Click the “Online” button. This will approve the inquiry. Note only users

with the correct privilege can use this function. • If errors are found in the inquiry, the approval process can be reversed

using the “Unapprove” button. • Approving an inquiry means that the quote summaries for all assigned

bidders are created.



Print Screens In order to start approval/unapproval, the current user must have the 'ALLOW INQUIRY APPROVAL' privilege. Approving an inquiry means that the quote summaries for all assigned bidders are created. Unapproving will delete all quote summaries and all values already inserted.

You can unapprove an inquiry if you have the privileges and no purchase order, notice of commitment, or blanket order exists.

Click the Online button to start the approval process. Use the Unapprove button to reverse.



Request for Quotation and Bidding There are three methods to generate a Request for Quotation:

• WEB based e-commerce • Electronic Inquiry Bid Package (file transfer) • Conventional paper The most appropriate method will depend on the relationship with each supplier and the technological ability of each company. The least efficient is paper-based communication due to the risk of error in manual data entry. However, this method is likely still necessary for some suppliers.

WEB Based E-commerce Suppliers are able to access the company’s SmartPlant Materials system via the Internet, provided the necessary security restrictions are set up. With this ability, the only requirement is to inform the supplier that a Request for Quotation exists and they should review it via the Internet.

One of the methods to inform the supplier about an inquiry is to send him an email. SmartPlant Materials is able to do this automatically by the approval of an inquiry. The emails will be generated if the ZP_EN_ACT project default is set to 'Y'. For detailed settings and how to set up the email functionality, please refer to the STO-B2B.pdf document, which may be found in the online reference library under the topic: B2B-Materials Management System for Plant Design and Construction.

• Assign bidders, which have the correct email set up, before you approve your inquiry.

• Open the P.30.11 screen and approve the inquiry. • SmartPlant Materials asks you whether you want to send the emails out

directly or whether you want to check the mails first. Click “No” to check the mails. Be careful with clicking Cancel, because then the emails are not sent, but the inquiry will be approved.

• Open the A.60.55 screen by clicking Query. • Choose the entries you want to send out and click the Send selected

Email button to send one by one. Or, click the Send unsent Emails button to send all unsent emails.

• The supplier contact will receive an email, which may directly contain the link to the supplier login screen and the user name. The mail should never contain the password for the login. All suppliers in this database for training have the password ‘a’.




Print Screens

The resulting email format depends on the email template (refer to the previously mentioned B2B document).

Click the Online button to start the approval process. Use the Unapprove button to reverse.

Click No.

Click Send selected Email.


Bidding Via EIBP EIBP is a SmartPlant Materials tool that can be sent easily to suppliers. This tool can be used to transfer bids in an electronic format from the SmartPlant Materials company to their suppliers. This tool works on the basis of ASCII files that are created with the P.30.21 RFQ Download screen.

The EIBP software utility required by the supplier is provided free of charge with SmartPlant Materials. The installation is simple and the files may be distributed via email, floppy, or CD-ROM. The supplier will be able to load a SmartPlant Materials-generated data file, which contains all the SmartPlant Materials -available bidding information the supplier needs.

Documents are mentioned with the document codes but are not contained in the ASCII data file and therefore must be sent separately.

• Download the ASCII file on the P.30.21 screen and send it via mail or any other data carrier to the supplier. The file will be downloaded.

• The supplier loads the ASCII file into the EIBP module, inserts all needed information, and sends the file back to you.

• Load the ASCII file received by the supplier on the P.30.22 screen.



Print Screens

The supplier opens EIBP and selects the fitt_c.txt file:



The user is able to insert all necessary information into the system. At the end, the file is exported again by EIBP using the Export button. Using the P.30.22 Load Bids screen, you can import the file into SmartPlant Materials and the bid evaluation can start for this supplier.



Bidding Traditionally Via Reports The inquiry cycle can also be done via report documents, fax, or paper transfer. In this case, the report documents are sent to the bidder. The bidder creates a paper document that provides all prices to your company and when it is returned, the bid details are inserted manually into SmartPlant Materials.



Maintaining the Bid Information and Selecting a Supplier

Inquiry Workload The P.30.31 Inquiry Workload screen is the starting point for this workflow. This screen lists all of the inquiry packages that have been approved for issue to bidders. It is an information-only screen giving the status of the inquiries. From the screen, many, but not all, of the other inquiry screens can be accessed via the Fastcall menu.

• Open the P.30.31 Inquiry Workload screen. • Select the required Inquiry Package and double-click the inquiry number

or access the P.30.32 Quote Summaries screen using the Fastcall menu. NOTE: THE LISTINGS THAT APPEAR ON THIS SCREEN CAN BE CHANGED BY CHANGING THE “CONTEXT” SETTING ON THE A.60.61 USER PREFERENCES SCREEN. ONCE MANY INQUIRIES ARE IN THE SYSTEM, IT IS BEST TO SELECT A SETTING THAT MINIMIZES THE NUMBER OF INQUIRIES A PARTICULAR BUYER CAN SEE BY USING THE “OPEN” SETTING. THIS WILL ONLY DISPLAY THE INQUIRIES THAT HAVE NOT YET BEEN CONVERTED INTO PURCHASE ORDERS OR BLANKET ORDERS.

Quote Information

Header Level • Access the P.30.32 Quote Summaries screen, and go to the detail level on

the P.30.33 Quote Summaries screen by using the Fastcall menu or by double-clicking the required “Company Name” field. This screen is also used to add summary level information to each of the bids for a particular inquiry. Information such as escalation rates, quote reference numbers, and quote dates can be added here. Use this screen to add any other attached costs (D.50.12 screen) to the bid that need to be added to the header level.

Detail Level • On the P.30.33 Quote Summaries screen, a user can add to and update the

information on each of the bids separately. Detailed information for each line item can be added as required on this screen, including unit prices, the currency for each line item (if it differs from the default or the currency shown), the weights and volumes of the line items, and delivery schedules (first and last shipping times). Note that at this point the shipping times



are entered as the number of weeks, since exact dates cannot normally be obtained until the exact date of the purchase order award is known. Only the pricing data is mandatory on this screen, but it is useful to enter as much information as possible from the bids so that accurate records can be maintained in the system. Other attached costs can also be added here to individual line items as required. A user can also make use of the alternative quote function and the split tag facility here. These functions will be covered in more detail in advanced sessions.

Once all the available data has been entered, save the records and close the screen to return to P.30.32. You must complete this detail level information for ALL the bids that you wish to include in the evaluation process.

Header Level Continued • Click the Calculate button to update the costs screens. Summary level

prices can be manually adjusted by clicking the manual check box and entering the new price in the Quote Detail Costs field.

• Once all the detailed information has been added and any manual adjustments have been made, save the records and use the Fastcall menu to access the P.30.41 Comm Eval Prelim screen. During the bid clarification process, more costs may be defined and others reduced, so it is important that users are familiar with and know how to change costs at both the summary and detail levels of the bids.



Preliminary Commercial Evaluation • The P.30.41 Comm Eval Prelim screen is used to shortlist the bidders. For

the chosen inquiry, all the header level information for the bids will be listed out on this screen.

• Scroll to the right-hand side of the lower block where there is a field called “Reject Date”. Use the LOV menu to enter a date if you want to reject a particular bidder. In the next field, a user can enter the reason for rejecting the bid, such as incomplete bid or too expensive. This is a free-text field.

• Save any amendments to records that you make on this screen. Once the preliminary stage has been carried out, a user can then access a number of screens to do the following:

• Enter the technical status of each line item and the overall bid using the P.30.51 Tech Eval screen. This screen is mandatory only if the inquiry as been flagged as requiring a technical evaluation.

• If different exchange rates have been used for a particular bid, then this information can be recorded on the P.30.45 Inquiry Exchange Rates screen. The rate(s) entered here will override the defaults set on the A.10.13 Unit to Unit screen. These new rates will also be used to obtain the PO costs when this inquiry is converted into a PO or BO.

• Use the P.30.61 Commercial Evaluation Checklist screen to highlight whether or not the bid passes a number of commercial checkpoints. This screen is not mandatory.

• After this information has been added as required, return to the P.30.32 screen and access the P.30.61 Comm Eval Final screen from the Fastcall menu.



Final Commercial Evaluation The P.30.61 screen represents the last step in the inquiry cycle, but it is one of the most important.

• Chose the selected supplier of the material (that is, the one you will physically buy the material from). It is essential that on this screen you check the “Sel” box for the correct bidder before you make an entry in the “Final Comm Eval date field”. Once the “Sel” box has been checked, the inquiry can then be used to create a PO or BO. You can also reject bids and add comments in exactly the same manner that you did in the previous stage for Preliminary Commercial Evaluation.

• Save any records that you add or amend.



Print Screens Quotation Summary Level Information:

This block contains summary data about the inquiry status.

This block contains summary level about each quotation for the inquiry. Double-click the “Company Name” field to reach the quote detail screen (or use Fastcall).

Use the Calculate button to propagate information from the detail level to this screen.

Scroll to the right to add further summary level information.



Adding Quote Detail level information:

Add line item information for every item on the inquiry. Items include unit price, weights, delivery schedule, and shipping dimensions if the information is known at this stage.

Shortlisting bidders:

Scroll to the right to add info such as reject bid.

Check the boxes for manual bid information and registering No Bid.

Use the Alternates button for recording alternative quotation information. Use the Split Tag button if a tag number is broken down into multiple tags.



Technical Evaluations:

Use this button for registering that a supplier’s bid is technically OK. Fill in the completion date manually. The Tec Pass is only registered if a date is in this field.

Use this check box for checking that a line item is technically OK.



Commercial Evaluation checklists:

This screen is used as a checklist confirming that a supplier has met pre-determined commercial check items.

Inquiry Exchange Rates:

Insert new rate.

Base currency for the inquiry.

Updates the exchange rate(s) to be used for this inquiry. Select currency from the list of values and the rate of exchange against the base currency.



Commercial Evaluation Final:

Select the chosen supplier by clicking this check box.

Scroll to the right to add info such as reject bid and to receive additional information like total price.

Commercial Detail Evaluation:

Select the chosen supplier for the actual item by clicking this check box.

Scroll to the right to add info such as reject bid and to receive additional information like total price.



Commercial Detail Evaluation:

Compare line item cost and totals per supplier with best split.
