Title: Create Request for Quotation

Process : Procurement
Sub_Process : Purchase Ordering

End User Procedure (EUP)

Create Request for Quotation ME41

Purpose
Use this procedure to create Requests for Quotations to send to a vendor or a series of
vendors for bidding.

Trigger
Perform this procedure when transaction ME57 (Assign & Process) shows requisitions that
cannot be automatically assigned and are at or over the dollar amount at which bids are
required.

Menu Path
Use the following menu path(s) to begin this transaction:
• Select Logistics Material Management Purchasing RFQ/quotation Request
for Quotation Create to go to the Create RFQ: Initial Screen

Transaction Code
ME41

Helpful Hints
Review the following:
• The collective number is important to link the RFQ’s issued to the different vendors
• SAP treats each issuance to a different vendor as a separate RFQ document
• Create the Collective Number using ZMCOLLNO

File name: CREATE REQUEST Version: Rev 1 End User Procedure (EUP)
FOR QUOTATION .DOC Last Modified: 1/2/2008 9:48 PM Page 1 / 18
Reference Number: BV0383
 Title: Create Request for Quotation
Process : Procurement
Sub_Process : Purchase Ordering

Procedure

1. Start the transaction using the above menu path or transaction code.

Create RFQ : Initial Screen

R/O/C/D indicates a field is required, optional, conditional (dependent upon another

selection) or the information defaults (based on previously entered information or
system configuration)

File name: CREATE REQUEST Version: Rev 1 End User Procedure (EUP)
FOR QUOTATION .DOC Last Modified: 1/2/2008 9:48 PM Page 2 / 18
Reference Number: BV0383
 Title: Create Request for Quotation
Process : Procurement
Sub_Process : Purchase Ordering

2. As required, complete/review the following fields:

Field Name R/O/C/D/ Description

RFQ type R Identifier allowing differentiation between the various kinds

of request for quotation (RFQ).

Default is ‘AN’ for standard RFQ. Select the

MATCHCODE icon for additional entries.
Example: AN
Language key D Language used is English (EN).
Example: EN
RFQ date R Date the Request for Quote (RFQ) is created.
Example: 08/13/2004
Quotation deadline R Date by which a response to a request for quotation must
be received.

Must be prior to the requested delivery date

specified.
Example: 12/31/2004
Purch. organization R An organizational unit that procures materials and
services, negotiates conditions of purchase with vendors,
and bears responsibility for such transactions.

COPA or if your organization has more than one

plant, the appropriate organization.
Example: COPA
Purchasing group R A buyer or group of buyers who are responsible for certain
purchasing activities. Internally responsible for procuring a
material or a class of materials.
Example: 279

3. Select the ENTER icon.

File name: CREATE REQUEST Version: Rev 1 End User Procedure (EUP)
FOR QUOTATION .DOC Last Modified: 1/2/2008 9:48 PM Page 3 / 18
Reference Number: BV0383
 Title: Create Request for Quotation
Process : Procurement
Sub_Process : Purchase Ordering

Create RFQ : Header Data

4. As required, complete/review the following fields:

Field Name R/O/C/D/ Description

Coll. no. R Number used to link all RFQs for a specific material or
project.
Example: CN00000053
Our reference R The bid close time.
Example: 2:00 p.m.

5. Select the HEADER TEXT icon.

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Reference Number: BV0383
 Title: Create Request for Quotation
Process : Procurement
Sub_Process : Purchase Ordering

Create RFQ : Header Texts

6. As required, complete the following fields:

Test type Text

Header text Used to store any special instructions and

conditions to the buyer if no attachments exist.
This text will always copy from the RFQ. This
text will be printed out in the contract documents
that will be send to the vendor.

Header note Used to store internal notes. This text does not
copy from RFQ. This text will not be printed out
in the contract documents that will be sent to the
vendor.

Shipping instructions Used to enter any specific shipping instructions to

the vendor. This text will always copy from the
RFQ. This text will be printed out in the contract
that will be sent to the vendor.

File name: CREATE REQUEST Version: Rev 1 End User Procedure (EUP)
FOR QUOTATION .DOC Last Modified: 1/2/2008 9:48 PM Page 5 / 18
Reference Number: BV0383
 Title: Create Request for Quotation
Process : Procurement
Sub_Process : Purchase Ordering

Test type Text

Terms of payment Used to enter any type of special payments that

need to be communicated to vendor. This text
will always copy from the RFQ. This text will be
printed out in the contract that will be sent to the
vendor.

This is not used to establish the standard

payment period for an invoice.

Vendor memo (general) This text copies from the Vendor Master record.
This text will be printed out in the contract that will
be sent to the vendor.

To get an expanded text field for entry of information:

6.1 Select the CHECKBOX by the appropriate text type.

6.2 Select the LONG TEXT button.

6.3 Enter descriptive information.

6.4 Select the BACK icon.

6.5 Select the BACK icon.

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Reference Number: BV0383
 Title: Create Request for Quotation
Process : Procurement
Sub_Process : Purchase Ordering

Create RFQ : Item Overview

RFQ line items are numbered in “10s”. See the Item field above.

7. Perform one of the following:

If Go To
Creating a material line item Step 8
Creating a service line item Step 11

8. As required, complete/review the following fields:

Following is a guideline for entry of a material request.

File name: CREATE REQUEST Version: Rev 1 End User Procedure (EUP)
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Reference Number: BV0383
 Title: Create Request for Quotation
Process : Procurement
Sub_Process : Purchase Ordering

Field Name R/O/C/D/ Description

Material R A unique number identifying a material. This number is

automatically assigned by SAP during the initial creation.
Example: 100174
RFQ quantity R Total quantity in a Request for Quotation (RFQ).
Example: 12
Deliv. date R Delivery date requested by the customer (desired delivery
date) or date confirmed in the vendor's order
acknowledgement or shipping confirmation.
Example: 10/01/2004
Plnt R The agency organization unit number.
Example: 1500

9. Select the ENTER icon.

Create RFQ : Item Overview

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Reference Number: BV0383
 Title: Create Request for Quotation
Process : Procurement
Sub_Process : Purchase Ordering

Short text field, Order unit field, and the Matl group field information default from
material master record.

10. Perform one of the following:

If Go To
Creating another material line item. Step 8
Creating a service line item Step 11
Adding specific line item text Step 14
Assigning to Vendor Step 21

11. As required, complete/review the following fields:

The following is a guideline for entry of a service request. If the intent of the purchase
is for a service, the first line item must be the service.

Field Name R/O/C/D/ Description

Short text R Text description with limited number of characters.

Short text description of the service to be

purchased.
Example: EQUIPMENT MAINTENANCE
RFQ quantity R Total quantity in a Request for Quotation (RFQ).
Example: 3
Order unit R A unit of measure for a material or service.
Example: YR
Deliv. date R Delivery date requested by the customer (desired delivery
date) or date confirmed in the vendor's order
acknowledgement or shipping confirmation.
Example: 01/01/2005
Matl group R Code identifying an allocated group of materials with the
same features.

Service material groups begin with a “7”, “8” or “9”.

Example: 80101507
Plnt R The agency organization unit number.
Example: 1500

File name: CREATE REQUEST Version: Rev 1 End User Procedure (EUP)
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Reference Number: BV0383
 Title: Create Request for Quotation
Process : Procurement
Sub_Process : Purchase Ordering

12. Select the ENTER icon.

Create RFQ : Item Overview

13. Perform one of the following:

If Go To
Creating a material line item Step 8
Creating another service line item Step 11
Adding line item specific text Step 14
Assigning to Vendor Step 21

14. Select the appropriate line item.

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Reference Number: BV0383
 Title: Create Request for Quotation
Process : Procurement
Sub_Process : Purchase Ordering

15. Select the ITEM TEXTS icon.

Create RFQ : Texts for Item 00020

16. As required, complete/review the following fields:

Field Name R/O/C/D/ Description

Item text C Information related to the specific line item. This text will
be copied into a contract and/or purchase order created
from the RFQ.
Example: Three year maintenance agreement to
begin after 90 day warranty expires.
Material PO text C This text is copied from the material master record. This
text will be copied into every purchase order generated
from this contract.

Shipping instructions C Information related to the specific line item. This text will
be copied into every purchase order generated.

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Reference Number: BV0383
 Title: Create Request for Quotation
Process : Procurement
Sub_Process : Purchase Ordering

17. Select the CHECKBOX by the appropriate description.

18. Select the LONG TEXT button.

Change Item text: 00020 Language EN

This gives an expanded text field for entry of information pertaining to the line item.

19. Select the BACK icon.

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Reference Number: BV0383
 Title: Create Request for Quotation
Process : Procurement
Sub_Process : Purchase Ordering

Create RFQ : Texts for Item 00020

Notice there is now a check mark in the More text checkbox to indicate there is
more information for viewing specific to the line item.

20. Select the BACK icon.

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Reference Number: BV0383
 Title: Create Request for Quotation
Process : Procurement
Sub_Process : Purchase Ordering

Create RFQ : Item Overview

21. Select the VENDOR ADDRESS icon.

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Reference Number: BV0383
 Title: Create Request for Quotation
Process : Procurement
Sub_Process : Purchase Ordering

Create RFQ : Vendor Address

22. As required, complete/review the following fields:

Field Name R/O/C/D/ Description

Vendor R Business partner that provides materials or services each

having a unique identification value assigned as it is
processed in SAP. The system automatically assigns a
number.
Example: 100175

23. Select the ENTER icon.

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Reference Number: BV0383
 Title: Create Request for Quotation
Process : Procurement
Sub_Process : Purchase Ordering

Create RFQ : Vendor Address

Information defaults from the vendor master record.

24. Select the SAVE icon.

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Reference Number: BV0383
 Title: Create Request for Quotation
Process : Procurement
Sub_Process : Purchase Ordering

Create RFQ : Vendor Address

24.1 After selecting the SAVE icon, the system displays the message “RFQ created
under the number XXXXXXXXX.

24.2 The screen is cleared for adding additional vendors for the RFQ solicitation.

25. Perform one of the following:

If Go To
Adding additional vendors for the RFQ solicitation Step 22
Exiting the transaction Step 26
Creating another RFQ Step 1

26. Select the EXIT icon until the SAP Easy Access screen appears.

File name: CREATE REQUEST Version: Rev 1 End User Procedure (EUP)
FOR QUOTATION .DOC Last Modified: 1/2/2008 9:48 PM Page 17 / 18
Reference Number: BV0383
 Title: Create Request for Quotation
Process : Procurement
Sub_Process : Purchase Ordering

27. You have completed this transaction.

Result
You have successfully completed the transaction Create Request for Quotation (ME41).

Comments
Congratulations!

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Reference Number: BV0383