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SAP S/4HANA RFQ Process Visualization

SAP S/4HANA RFQ Process: Complete Visual Guide

Request for Quotation (RFQ) in SAP S/4HANA is part of the Source-to-Pay process that allows you to solicit quotes from vendors for materials or services. This interactive guide walks you through the complete RFQ process in S/4HANA from preparation to contract award.

Preparation
Creation
Processing
Evaluation
Completion
1
Requirements Analysis

Identify the requirements and specifications for materials or services needed. In S/4HANA, this is typically initiated from Material Requirements Planning (MRP) or from a Purchase Requisition.

Key Actions in S/4HANA

  • Review Purchase Requisitions (ME51N)
  • Check Material Master data (MM03)
  • Verify Stock/Requirements List (MD04)
  • Validate Budget Availability in Controlling (CO)
2
Vendor Selection

Identify potential vendors who can provide the required materials or services. In S/4HANA, you can use various tools to search and filter qualified vendors from the Vendor Master.

Key Actions in S/4HANA

  • Search Vendor Master Data (XK03)
  • Check Vendor Evaluation (ME61)
  • Review Purchasing Info Records (ME13)
  • Access Supplier Management via Fiori App "Manage Suppliers"
3
Purchase Requisition Review

Review and approve purchase requisitions that will be the source for your RFQ. Ensure all necessary information is included before proceeding.

Key Actions in S/4HANA

  • Display Purchase Requisitions (ME53N)
  • Review/Process Approval Workflows
  • Check Purchase Requisition Status (ME5A)
  • Use Fiori App "My Purchase Requisitions"
4
Create RFQ

Create the RFQ document in SAP S/4HANA, either manually or by converting from purchase requisitions. This is the core document that will be sent to vendors.

Key Actions in S/4HANA

  • Create RFQ manually (ME41)
  • Create RFQ with Reference to PR (ME49)
  • Use Fiori App "Create Request for Quotation"
  • Define Terms & Conditions in Document
5
Add Line Items & Details

Add detailed specifications for each line item in the RFQ, including material/service specifications, quantities, delivery dates, and any special requirements.

Key Actions in S/4HANA

  • Enter Material/Service Data using Item Category
  • Specify Quantities and Delivery Schedules
  • Add Technical Specifications as Attachments
  • Set Item-Level Evaluation Criteria
6
Assignment of Vendors

Assign selected vendors to the RFQ. In S/4HANA, you can assign multiple vendors to compare quotes for the same materials or services.

Key Actions in S/4HANA

  • Add Vendor at Header Level
  • Specify Vendor for Individual Items
  • Set Default Values from Vendor Master
  • Verify Vendor Communication Methods
7
Print/Send RFQ

Output the RFQ document and distribute it to the selected vendors. S/4HANA offers multiple output methods including print, email, EDI, or through supplier portals.

Key Actions in S/4HANA

  • Print RFQ Documents (ME9F)
  • Send RFQ via Output Management
  • Use Supplier Portal Integration
  • Track Outbound Communication
8
Manage Vendor Queries

Respond to vendors' questions and clarifications about the RFQ. In S/4HANA, you can track all communications with vendors for audit purposes.

Key Actions in S/4HANA

  • Document Communications in Business Communication Mgt
  • Update RFQ details if required
  • Distribute clarifications to all vendors
  • Track modifications for audit trail
9
Quotation Deadline Management

Monitor and manage the quotation submission deadline. Send reminders to vendors if needed and handle deadline extension requests in S/4HANA.

Key Actions in S/4HANA

  • Monitor RFQ Due Dates (ME5C)
  • Send Reminder Communications
  • Process Deadline Extensions
  • Update Status of RFQs
10
Enter Quotations

Record vendor quotation responses in SAP S/4HANA. Enter pricing, delivery terms, and other conditions proposed by each vendor in response to your RFQ.

Key Actions in S/4HANA

  • Enter Quotations (ME47)
  • Maintain Quotation Conditions (ME48)
  • Record Delivery Schedules
  • Enter Alternative Items if offered
11
Price Comparison

Compare pricing and terms from different vendors. S/4HANA provides powerful analytical tools to help evaluate quotations based on various criteria.

Key Actions in S/4HANA

  • Run Price Comparison (ME49)
  • Analyze Total Cost of Ownership
  • Use Fiori App "Compare RFQ Responses"
  • Export Analysis to Excel if needed
12
Vendor Selection Decision

Select the winning vendor(s) based on your evaluation. In S/4HANA, you can document the selection decision and justification for audit purposes.

Key Actions in S/4HANA

  • Document Selection Criteria and Decision
  • Route for Approvals if required
  • Update Vendor Evaluation Scores
  • Prepare for Purchase Order Creation
13
Convert to Purchase Order

Convert the selected quotation(s) into Purchase Order(s) in SAP S/4HANA. The system transfers all relevant data from the RFQ and quotation to the PO.

Key Actions in S/4HANA

  • Create PO with Reference to RFQ (ME21N)
  • Apply Any Final Negotiated Terms
  • Submit for Approval Workflow
  • Use Fiori App "Create Purchase Orders"
14
Vendor Notification

Notify all vendors of the RFQ outcome. Send the Purchase Order to the selected vendor(s) and rejection notices to unsuccessful vendors.

Key Actions in S/4HANA

  • Send PO to Selected Vendor via Output Management
  • Generate Rejection Notices
  • Document Vendor Communications
  • Update RFQ Status to Completed
15
Documentation & Reporting

Complete all documentation for the RFQ process in S/4HANA. Generate reports and archive documents according to company policies and compliance requirements.

Key Actions in S/4HANA

  • Create Purchasing Reports (ME80, ME81)
  • Archive RFQ Documents
  • Update Vendor Master Data with Performance
  • Use Fiori Analytics Dashboards for Insights

S/4HANA RFQ Best Practices

Use Source Lists

Maintain source lists (ME01) for materials to automate vendor selection during RFQ creation. This ensures consistency and leverages preferred vendors.

Standard Texts

Create standard text keys for frequently used terms and conditions. These can be quickly inserted into RFQs, ensuring consistency and saving time.

Utilize Document Types

Configure different RFQ document types for various procurement scenarios (services, materials, assets) with specific field requirements and business rules.

Leverage Workflows

Implement approval workflows for RFQs based on value thresholds, material groups, or organizational criteria to ensure proper controls.

Vendor Evaluation

Regularly update vendor evaluation scores (ME62) based on RFQ response quality, timeliness, and competitiveness to inform future selections.

Fiori Integration

Leverage Fiori apps for RFQ processes to provide buyers with intuitive interfaces, mobile access, and embedded analytics for better decision-making.

S/4HANA RFQ Interface Navigation

T-Codes
Fiori Apps
Module Integration

Key RFQ Transaction Codes

These are the essential transaction codes used in the SAP S/4HANA RFQ process:

T-Code Description Phase
ME41 Create Request for Quotation Creation
ME42 Change Request for Quotation Creation
ME43 Display Request for Quotation All Phases
ME44 Maintain Quotation Evaluation
ME45 Display Quotation Evaluation
ME47 Create Quotation (for RFQ) Evaluation
ME49 Price Comparison for RFQs Evaluation
ME9F Print RFQ Processing

SAP Fiori Apps for RFQ Process

S/4HANA provides these Fiori apps to modernize and streamline the RFQ process:

Fiori App Description Role
Create Request for Quotation Create RFQs from scratch or based on PRs Buyer
Manage Requests for Quotation Monitor and update RFQs Buyer
Compare RFQ Responses Side-by-side comparison of quotations Buyer
Evaluate Quotations Score and analyze vendor responses Buyer
Create Purchase Order from RFQ Convert quotation to Purchase Order Buyer
RFQ Analysis Analytical reports on RFQ activities Manager

S/4HANA Module Integration with RFQ Process

The RFQ process in S/4HANA integrates with multiple modules:

MM

Materials Management

PR

Purchase Requisition

RFQ

Request for Quotation

PO

Purchase Order

GR

Goods Receipt

Additional integrations include:

  • Supplier Relationship Management (SRM): For vendor master data and evaluation
  • Financial Accounting (FI): For budget checks and cost assignments
  • Controlling (CO): For cost center and internal order validation
  • Business Workflow (WF): For approval processes and notifications
  • Document Management System (DMS): For attachments and technical specifications
  • SAP Analytics Cloud: For advanced procurement analytics and reporting

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