What is an RFQ in SAP?
An RFQ in SAP, short for request for quotation , is a document created following a purchase requisition , and sent to potential suppliers, to be able to compare in the SAP system different SAP quotation that have been received from these providers.
As part of the procurement lifecycle management process, creating RFQ in SAP and sending them to vendors allows later on to create a purchase order to complete the operational procurement process and ultimately create a supplier invoice after the goods delivery will have been completed for this purchase requisition .
Location of RFQ in SAP tree: logistics > materials management > purchasing > RFQ/Quotation > Request for Quotation > ME41 - create
Create an RFQ in SAP
Create an RFQ in SAP by using the transaction ME41 in the SAP interface .
Transaction code for SAP quotation: ME47
In the initial screen of the RFQ in SAP creation transaction, the important information to create the RFQ following a purchase requisition is the RFQ date, the quotation deadline, and the organizational data.
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RFQ in SAP creation header data
In the header data of an RFQ creation, it might be necessary to enter an item number interval, in case it haven’t been automatically filled in. This interval will be the difference in numbering between two item lines of the RFQ.
Additionally, make sure that the RFQ date is correct, as well as the quotation deadline, the important information from the RFQ header, along with the organizational data.
Add items to an RFQ creation
Once in the RFQ creation, it will most likely be empty, unless the RFQ in SAP is being created from an existing purchase requisition .
Add the items one after the other by entering the material number, a short text description, an RFQ quantity, and a delivery date.
Of course, for every item, the delivery date should be later than the quotation deadline, otherwise the suppliers wouldn’t be able to successfully deliver.
SAP error: Please enter delivery date later than deadline for submission of bids
Maintain supplier address
It won’t be possible to save an RFQ in SAP without having properly filled in the supplier address, otherwise an error message will appear. The supplier address can be accessed from the screen top menu.
SAP error: please first maintain supplier's address
In the supplier address screen, it is possible to either retrieve all information from an existing supplier by typing the vendor name in the corresponding field and validating with ENTER, or to send an RFQ to a new supplier that hasn’t been registered in the SAP system yet by entering its information in the corresponding fields: title, name, street address, and any other relevant information.
After having done all these operations, it will be possible to save the RFQ in SAP.
The SAP system will automatically take you back to the display RFQ item overview screen in display mode, and it will be possible to proceed with the SAP quotation creation after having sent out the requests for quotation to the suppliers and received their quotations on time.