Create an RFQ - Requisition

Creation

The entire RFQ process can be completed in the SAP GUI.

STEP 1: Create either a LOCAL or standard FRAMEWORK requisition.

**RFQs cannot be generated from a Limit Framework requisition. After
you have completed the RFQ process, you can trash the line and create
a second line if a Limit Framework is necessary.

STEP 2: In Header note section, state that an RFQ is in process so the

Account Manager will not approve the requisition.
**If header section is not visible, click Expand Header button to
display.

6.01
Create an RFQ - Requisition
Creation

1 2 3 4 5

STEP 1: A (Account Assignment Category) column: Depending on your funding, enter

A (Asset), K (Cost Center), F (Internal Order), or S (Statistical Order) for each
line item. (Use down arrow on keyboard to move between lines.)

STEP 2: Short Text column: Enter item short text. (What you are purchasing.)

STEP 3: Quantity column: Enter quantity. (1 if using AU as Unit of Measure.)

STEP 4: Unit of Measure column: Enter unit of measure code. If unknown, use the
database search for available options. (Click the button in the lower right
corner of the field.)

STEP 5: Valuation Price column: Enter $1.00.

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Create an RFQ - Requisition
Creation

6 7 8 9 10 11 12

STEP 6: GR column: Box should be checked for GOODS, unchecked for SERVICES.

STEP 7: Material Group column: Enter G1 for Goods, Supplies, & Equipment or S1
for Services. Use the database search for additional options.

STEP 8: PGr column: Change from CPO to RFQ.

STEP 9: Desired Vendor column: Enter generic vendor number 700015

STEP 10: Delivery Date column: Enter date goods will be delivered or services
completed. (mm/dd/yyyy)

STEP 11: POrg column: Enter 7540 for each line.

STEP 12: Storage Location column: Use the database search to select the
storage location if you do not know the code for the location.

**If you have more than one line item, move to the next line using the down arrow
on your keyboard and repeat STEPS 1-12 as many times as necessary.

STEP 13: Hit ENTER on your keyboard to generate the Item Tabs section.

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Create an RFQ - Requisition
Creation

14

STEP 14: Enter GL and account information in the Account Assignment tab for
each line item.

STEP 15: Click Save. Make note of the requisition number generated in the
bottom left corner of the screen.

63.0.14
Create
RFQ

4
2

STEP 1: In the enter transaction code ME41.

STEP 2: Enter Quotation Deadline

date. (Date the bids are due.)

STEP 3: Change Purchasing Group 5

from CPO to RFQ.

STEP 4: Click Reference to PReq button.

STEP 5: Enter requisition number in

Purchase Req. field.

STEP 6: Click the green check button.

6
6.05
Create
RFQ
STEP 7: Enter the Coll. No(PR Number). This will be your initials followed by
the requisition number. Hit Enter on your keyboard.

STEP 8: Click Select All

Items. STEP 9: Click Adopt

9 8
+ Details.

STEP 10: Click Next button until

you are back at 10
the Create RFQ
Item Overview
screen.
Create
RFQ

STEP 11: Click Header Details. (This option may be located under the More button.)

11

STEP 12: Click Header Texts.

12

STEP 13: Click Long Text Screen.

13

6.07
Create
RFQ
STEP 14: A. Enter any message you want the respondents to know; this will
appear on the RFQ.
B. If you use more than one line, enter the + sign in the space next to the
subsequent lines.
C. Leave the * on the first line.
D. Click the Back button until you get to Item Overview.

D
B
C A

STEP 15: Click Vendor Address. (This option may be located under the More button.)

15

STEP 16:
A. Type in vendor
number and hit Enter C
on your keyboard.
B. If vendor is not in SAP, A B
enter a generic
vendor number in the
Vendor field and type B
in their
Name/Address
information. Hit Enter
on your keyboard.
C. Click Save.
(A PDF of the RFQ
B

6.08
Create
RFQ will generate.)

6.09
Create
RFQ
STEP 16: D. Print or Save this RFQ and close PDF. This is what you will send to the
vendors along with your specifications (if any). Do this for all vendors
you wish to solicit.
E. Click Exit button in the Create RFQ screen to get back to the menu screen.

6.01
0
Create an RFQ - Maintain
Quote
STEP 1: In the SAP Portal or GUI, enter transaction code ME47.

STEP 2: In the RFQ field, enter one of the RFQ numbers and hit Enter on your keyboard.

STEP 3: Enter the amount of the bid in the Net Price column. This will
include shipping, if applicable.
**If there is a “no Bid,” enter 10.00.

STEP 4: Click Save.

**Repeat steps 1 - 4 until all RFQ responses have been entered.**

6.10
Create an RFQ - Price
Comparisons
STEP 1: In the SAP GUI, enter transaction code ME49. STEP 2:

In the Collective RFQ field, enter the Collective

number. STEP 3: Click Execute.

STEP 4: Double click in the area where the bid is.

6.11
Create an RFQ - Price
Comparisons
STEP 5: Click the selection box next to Quot. Comment field and choose one of
the options from the pop-up menu.
**For the vendor that will be awarded, choose one of the OK options.
**For vendors not awarded, choose one of the rejection reasons from the
options and check the Rej. Ind. Box.

STEP 6: Click Save.

STEP 7: Follow STEPS 4-6 for all other vendors.

6.12
Create an RFQ - Review & Revise
RFQ
REVIEW

STEP 1: Enter transaction code

ME4S.
4

STEP 2: Enter the

2
Collective number.

STEP 3: Change Purchasing Group

from CPO to RFQ. 3
STEP 4: Click Execute.
You will then see
all of the
respondents & their
pricing. 4

REVISE

STEP 1: Enter transaction code ME42.

STEP 2: Enter the RFQ number you

wish to revise & hit enter on 2
your keyboard. You can enter
additional information
(payment, shipping terms) 3
in the Header Detail option
or revise any other data. 2

STEP 3: Click Save.

6.13
Create an RFQ - Update Requisition &
Finish

STEP 1: Enter transaction code ME53.

STEP 2: Type in requisition number and hit Enter on your keyboard.

STEP 3: Click Display/Change button to open requisition for editing.

STEP 4: In the Header note section, enter the Collective Number,

Vendor Awarded, and that the RFQs and Quote are attached.

5
3

STEP 5: Attach all RFQ documents to the requisition. If unsure how to attach
documents to a requisition, see Attaching Documents Section.

6.14
Create an RFQ - Update Requisition &
Finish

STEP 6: Verify that the correct amount and vendor have been
brought forward and that the PGr is CPO.

6 6

STEP 7: Add any additional information in the Text tab, such as special payments
or shipping instructions.

STEP 8: Click Save.

Your requisition is now ready for approval by the Account Manager.

6.15
Reprint an RFQ

STEP 1: Enter transaction code ME42 (change RFQ).

STEP 2: Enter RFQ number.

STEP 3: Select Overview.

STEP 4: Select More (double arrow to the right of Header Details button).

STEP 5: Select Messages.

6.16
Reprint an RFQ

STEP 6: Highlight the line with the green light.

STEP 7: Select More (double arrow to the right of Header Details button).

STEP 8: Select Repeat Output.

7
8

STEP 9: Click Save. **Wait 5-6 seconds.

STEP 10: Click Back button until you get to the Main Menu. RFQ PDF should appear.

9 10

6.17
Create an RFQ - Generic Vendor Numbers

6.18