Show TOC

Function documentationRFx Locate this document in the navigation structure

 

In SAP Supplier Relationship Management (SAP SRM), purchasers can create RFx documents for products and services. RFx can be created from scratch, in the SAP Bidding Engine, or directly from a central contract. Using RFx as a basis, suppliers bid on the products and services that are required, allowing the purchaser to determine the most suitable source of supply.

You can create two types of RFx:

  • Public RFx are accessible online to all potential bidders, and are published on portals, for example. The bidders can reach your Web page directly using a hyperlink from the portal. If you are expecting a bid from a particular bidder, you can e-mail them directly.

  • Restricted RFx are made accessible to known bidders by e-mail only. Bidders can reach your web-page directly using a hyperlink in the e-mail. For more information, see Bidder Notification.

Note Note

The term RFx is used in this documentation as a general term for the type of document a purchaser sends out to potential bidders. Purchasers can create any type of document, or transaction type they choose, such as a simple request for information, or a request for a quote. For more information, see Customizing for SAP Supplier Relationship Management under   SRM Server   Cross-Application Basic Settings   Define Transaction Types  .

End of the note.

Prerequisites

  • You have created user master-records for bidders and portal providers. In the user master record for the portal provider, you specify how you communicate with the provider. For example, you can specify that the portal provider only receives an e-mail, or that the RFx is published directly on the provider's web page.

  • You have set up the roles Bidder and Supplier for the relevant business partners so that you can immediately create a purchase order or a contract for an accepted bid. For more information, see SAP Solution Manager under   <project name>   Configuration   SAP SRM <release>   Basic Settings for Strategic Sourcing   General Settings   Organizational Configuration   Adjust Roles  .

  • If you want the system to automatically group requirements and create corresponding RFx documents, you must have done the following:

    • Scheduled report BBP_SC_TRANSFER_GROUPED to run regularly for RFx

    • Selected the option Automatic Grouping and Creation of Bid Inv. w/o SOS for all categories for which you want automatic grouping of requirements and creation of RFx to apply. You make this setting in Customizing for SAP Supplier Relationship Management, under   SRM Server   Sourcing   Define Sourcing for Product Categories.  

  • If you want to permit bidding in multiple currencies, you must have made settings for exchange rates in Customizing under   SAP Web Application Server   General Settings   Currencies  .

Features

  • In Customizing, you can specify that the system carries out sourcing using RFx only. If you do this, the system automatically creates RFx in the background for requirements (including external ones, such as purchase requisitions from Materials Management) for which no sources of supply have yet been assigned. For more information, see Customizing for SAP SRM under   SRM Server   Sourcing   Define Sourcing for Product Categories  .

  • The system can automatically group requirements, and create an RFx for all requirements in the group. For more information, see the system documentation for report BBP_SC_TRANSFER_GROUPED and the Business Add-Ins BBP_TRANSFER_GROUP and BBP_SAVE_BID_ON_HOLD.

    Note Note

    You can use SAP SRM Alert Management to send alerts and notifications based on predefined events. For more information, see SAP SRM Alert Management.

    End of the note.
  • You can create templates in SAP Bidding Engine to process recurring transactions more quickly and efficiently.

  • You can use supplier lists when inviting selected bidders. You can compile these lists based on evaluation reports that have been carried out with SAP NetWeaver Business Intelligence (SAP Netweaver BI). You can only include active supplier lists.

  • A direct link from the application to SAP NetWeaver BI means that you can now generate reports quickly and easily. You can add your own reports to the ones delivered by SAP in Customizing for SAP SRM under   SRM Server   Cross-Application Basic Settings   Define Logical Systems and Template Names for BW Reports  . If you do not wish to use the delivered reports, you can replace them with reports of your own.

  • Requester and delivery point: the system suggests the current user as the requester. You can overwrite the proposal. Here, and as goods recipient too, you can assign any person contained in the business partner master. You can enter any organizational unit of the business partner as delivery point if an address has been maintained.

  • You can change RFx documents for which the submission deadline has not yet been reached. However, you cannot change the purchasing organization and the document number. If you make changes to the RFx, you can inform all previous bidders of these changes by e-mail, or send individual bidders an e-mail.

  • You can display changes (for example, when a date has been changed) to the RFx.

  • You can communicate with the supplier via chat, in order to seek clarification on any aspects of the RFx. All chat messages are saved.

Activities

You access SAP Bidding Engine as a purchaser in SAP SRM. You can search for an existing RFx or create a new one.

Create RFx

You enter the name and number of the RFx. The header data contains the basic information for the RFx, such as the creation time, created by, status, and so on. The parameters include the type of publication (public or restricted), start date and time for submitting bids, submission deadline and detailed pricing information, among others.

Note Note

You must decide here if you want to use the weighting and ranking functions, which allow you to evaluate and compare the bids you receive on your RFx. For more information, see Weighting and Ranking.

End of the note.

You can enter the following information:

  • Partners and Approvers

    Add information regarding the approval recipient, shipping address and location, and add a note for the approver.

  • Bidders

    Here you can search for bidders or portals (in the case of public RFx) from internal and external directories and transfer them to the RFx. You can also transfer different contact persons from the same organization. Depending on the settings in Customizing, you can choose to display catalog data in the integrated catalog, in other words the data is displayed in the same window. See Customizing for SAP SRM under  SRM Server   Master Data   Define External Web Services  .

  • Documents

    You can enter an internal note or a supplier text, and create attachments by uploading documents from your PC. You can also create an area in cFolders, where you can share, for example, specifications and design documents with potential bidders. You can create long texts at header, outline and item levels. In the case of public RFx, the long text is displayed in the portal on header level, and is transferred to the bidder in the e-mail.

  • Additional Currencies

    Here, you select the currency in which the RFx is issued to bidders, plus acceptable alternative currencies. The bidders can bid in the currency of their choice, but the bid is displayed to the purchaser in the currency of the RFx. You can specify a date on which currencies are converted so, when you compare bids, you have a record of the exchange rates.

    Note Note

    Currency exchange rates vary by date. If you specify currency conversion date that is earlier than the start date of the RFx, the exchange rates of your selected currencies remain fixed for the duration of bidding. If you specify a date that is later than the start date, the exchange at the time of comparing bids may differ from the exchange rate when the RFx is published. If you do not specify a currency conversion date, the system compares bids using the exchange rate on that date.

    End of the note.
  • Questions

    You can define questions that are required as additional information for the current RFx.

Maintain Items

  • Outline levels

    You create outline levels for your RFx by entering a description for the outline level, and an internal note or supplier text. You can then add any number of items at each level. You must enter items at every outline level, since the bidder can only enter quantities and prices at item level. If you do not want to enter an outline, you can enter the items directly under Item Data.

  • Items

    You can transfer items from a catalog, or from the product master. You can specify whether products replicated as material from the back-end system and assigned to a plant can be ordered as direct material.

  • Lots

    You can use the outline mechanism to create lots that group related items together. Bidders must have bid on every item in a lot before they can submit their bid. Bid prices that are entered at item level are aggregated at lot level.

    You can select and duplicate items.

    Note Note

    If you create an RFx from the sourcing application, you cannot add new items.

    End of the note.

Send the RFx

Once you have entered data in the RFx, you:

  1. Verify that you have completed all mandatory fields (these fields are marked as being mandatory) by choosing Check.

  2. Save the RFx by choosing Hold.

  3. Complete the RFx

    This means that the RFx has been completed and checked and is ready to publish.

  4. Publish the RFx

    Bidders assigned to a restricted RFx receive an e-mail containing a link to the RFx. A public RFx is published on the assigned portal. Any assigned bidders receive an e-mail.

Create RFx as Follow-On Document for Another RFx

You can create an RFx as a follow-on document for another RFx, if, for example, the first RFx did not result in any acceptable bids. When you do this, the system closes the original RFx and creates a new one. The original remains in the document history for further reference.

A follow-on RFx can only be created if the original one has been published, and if no follow-on documents exist for the bids resulting from the first RFx.

Close RFx

Once you have closed the RFx, it can no longer be changed, and no more bids can be submitted. The bids already received are assigned the status Completed.