Functional Specification

Functional Specification
MM-RP-001
Quotation Comparison Statement

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 Functional Specification

Document History

Techincal Specification
Section I: Object General Information
Title (RICEF No): MM-RP-001 Date: 07.02.2012
Short description: Quotation Comparison Statement

SAP Module/Team: Materials Management

Functional Contact: Subhashish Ray

Technical Contact Sourav Roychowdhury

Priority: 1
Complexity Level High
Program type R

Status In-progress

Reviewer

Role Name Signature Date

JSW SAP Team Member John Tom
JSW SAP Team Member
Tejal Kapadia
JSW SAP Team Member
Murugan Ganesan
JSW SAP Team Member
Shini Saju
JSW SAP Team Member
JSW SAP Team Member

Approver

Role Name Comments Received Date

Business Process Representative
John Tom
– Vijayanagar
Business Process Representative
Tejal Kapadia
– Vasind & Tarapur
Business Process Representative
Murugan Ganesan
– Salem
Business Process Owner – CPC S Ghosh

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 Functional Specification

Table of Contents

1. Overview and Scope 4

1.1. Functional Description 4
1.2. Assumptions 4
1.3. Transaction Volume 4
1.4. Frequency & Timing 4
1.5. Processing Type 4
1.6. Output Time 4
1.7. Retention Requirements 4
1.8. Audience and Distribution 4

2. Detailed Functional Requirements 5

2.1. Functional Specification for Reports 5
2.1.1. Report Layout 8
2.1.2. Report Fields 8
2.1.3. Selection Criteria 10
2.1.4. Other Information 11
2.1.5. Existing Sample Reports 11
2.2. Error Handling 11
2.3. Security and Authorization 11
2.4. Processing and Operational Considerations 11
2.4.1. Performance 11
2.4.2. Batch Requirements 11
2.4.3. Others 11

3. Test Script 11
3.1. Testing Pre-requisite 11
3.2. Test Case 12

4. Appendix 12
4.1. Glossary of Terms 12
4.2. Additional Reference Documentation 12

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 Functional Specification

1. Overview and Scope

1.1. Functional Description

The Quotation Comparison Statement report will be used to compare and analyze different vendor quotations
for materials to determine the best possible purchasing source. This report will be used in addition to standard
SAP report of Tcode ME49 to give complete clarity to the buyer at the time of placement of Contract or Order.

This report will developed in GRID format, so that it can be down loaded for further analysis by JSW
Commercial team.
A new Tcode: ZMMQCS:- Quotation Comparison Statement Report needs to be created to run this report.

1.2. Assumptions

1. All applicable/ required pricing conditions have been configured in the system

2. All quotation data have been properly entered in the Maintain Quotation Transaction (ME47)

3. Either Collective number or Purchase requisition number should be available in the system

1.3. Transaction Volume

The expected number of records to be displayed on this report can be quite high (more than 100 at times).

1.4. Frequency & Timing

As and when quotation comparison or comparative statement is required.

1.5. Processing Type

Real time and user will execute transaction.

1.6. Output Time

The report output should be exported in PDF.

1.7. Retention Requirements

The Z-tables that will be created need to made sufficiently large to store the quotation specific data.

1.8. Audience and Distribution

Any authorized person from JSW commercial department can use this report.
Audience Group Use/Distribution Estimated Number Users
Commercial HODs Report execution 10
Buyers Report execution 150
Audit team Report execution 10

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 Functional Specification

2. Detailed Functional Requirements

2.1. Functional Specification for Reports
The Quotation Comparison Statement report will be used to analyze different vendor quotations for materials.
This report will be used in addition to standard SAP report of Tcode ME49 to give complete clarity to the buyer
at the time of placement of Contract or Order.

This report will developed in GRID format, so that it can be down loaded for further analysis by JSW
Commercial team.
A new Tcode: ZMMQCS:- Quotation Comparison Statement Report needs to be created to run this report.
The report input selection would have the following options –
1. Purchase Requisition Number
2. Collective Number
3. RFQ Number(s)
Out of selection parameters 1 and 2 mentioned above atleast one would be mandatory. Based on the different
input selections the following execution rules would apply -
Rule No.1: The text ‘Quotation Comparison Statement’ should be hard coded on the top left side of the report.

Rule No. 2: The text ‘Purchasing Organization’ should be hard coded on the top left side of the report and the
Purchasing Organization (EKKO-EKORG) under which the RFQ/ Quotations have been maintained should
appear as Value.

Rule No 3: The text ‘Purchasing Group’ should be hard coded on the top left side and the Purchasing Group
(Buyer) who have maintained the RFQ/ Quotations should appear as Value (EKKO-EKGRP).

Rule No 4: The text ‘Date’ should be hard coded on the top left side and the day on which the comparative
statement is created should appear as Value (i.e. System date on which the CS transaction report is run).

Rule No 5: The text ‘PR No.’ should be hard coded on the top left side. PR number would be an input field to
get this report and the value to be displayed would be based on the following logic.
a. If the user enters the PR Number(s) then provide the same as output.
a. If the user enters the Collective Number (EKKO –SUBMI) then get the RFQ number(s) using this data
from ‘EKKO-BSTYP=A’. Then using the RFQ data (EKET-EBELN) get the PR Number EKET-BANFN
and give as output. If PR number value is not available then display no value.

Rule No 6: The text ‘Collective Number’ should be hardcoded on the top left side. The value to be displayed
would be based on the following logic.
b. If the user enters the Collective Number then provide the same as output.
c. If the user enters the PR Number(s) then get the RFQ number (EKET- EBELN) and then use this
value to provide the collective number value (EKKO-SUBMI). If the collective number value is not
available then display no value.

Note: Out of Collective Number and PR Number input fields atleast one should be mandatory.

Rule No.7: RFQ number – If collective number is not available get all the RFQ numbers (EKET-EBELN)
against the PR No. (EKET-BANFN). Otherwise, if the PR number is not available then get all the RFQ
numbers (EKKO-EBELN) against the collective number (EKKO-SUBMI), for document category “EKKO-
BSTYP=A”. If both PR and Collective Number are available any one of the above options can be used.

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 Functional Specification

Rule No.8: RFQ date – Get all the RFQ date (EKKO- AEDAT) against the collective number (EKKO-SUBMI),
for document category “EKKO-BSTYP=A”. If collective number is not available get all the RFQ numbers
(EKET-EBELN) against the PR No. (EKET-BANFN) and then get the corresponding RFQ dates (EKKO-
AEDAT).

Rule No.9: Vendor Name – Get the Vendor Name of the vendor ID (EKKO-LIFNR) and then check table LFA1
to get the vendor name.

Rule No 10: Quotation Number – Get the Quotation number (EKKO-ANGNR) for each RFQ number, If
Quotation number is blank, don’t populate any value.

Rule No. 11: Validity Start Date – Get this data from EKKO-KDATB for each RFQ.

Rule No. 12: Validity End Date – Get this data from EKKO-KDATE for each RFQ.

Rule No. 13: Vendor Contact Person – Get the ‘Sales Person Name’ from EKKO-VERKF for each RFQ. If field
is blank, don’t populate any value.

Rule No.14: Vendor Contact Person Telephone – This is the telephone Number of vendor which has been
entered in Quotation (EKKO-TELF1). If field is blank, don’t populate any value.

Rule No.15: Quotation Currency – This is the currency entered in quotation (EKKO- WAERS).

Rule No.16: For individual line item details maintained in the quotation the following would be the logic –
i. Sl No: EKPO-EBELP
ii. Item Code: EKPO-EMATN/ MATNR. In case of service RFQ get the Activity number. Get the
packet number and get all details from ESLL table.
iii. Description of Materials: EKPO-TXZ01
iv. Unit of Measure (UoM): EKPO-MEINS
v. Quantity: EKPO-MENGE
vi. Quoted Rate: In KONH input the RFQ number details in VAKEY and get the value of KNUMH.
Using this value get the the condition value from KONP-KBETR for the first (oldest validity)
condition which was maintained.
vii. Quoted Total: Multiplication of v. and vi.
viii. Negotiated Rate: In KONH input the RFQ number details in VAKEY and get the value of KNUMH.
Using this value get the the condition value from KONP-KBETR for the last (current validity)
condition which was maintained.
ix. Negotiated Total: Multiplication of v. and viii.
x. Quoted Rate (L1 of L1): Least of the vendor quoted rate for an item
xi. Quoted Total(L1 of L1): Multiplication of v. and x
xii. Negotiated Rate (L1 of L1): Least of the vendor negotiated rate for an item
xiii. Negotiated Total(L1 of L1): Multiplication of v. and xii.
xiv. Vendor Name (Last Purchase Details): Get the vendor name for the last PO. Refer to MM-EN-007
xv. PO Number (Last Purchase Details): Get the PO Number for the last PO. Refer to MM-EN-007
xvi. PO Date (Last Purchase details): Get the PO date for the last PO.
xvii. Basic Unit Price (Last Purchase Details): Get the Basic Unit Price of the item for the last PO.
Refer to MM-EN-007
xviii. Total Basic Amount: This is the sum of all the item values (quoted/ negotiated) for each RFQ.
xix. Exchange Rate: Get the exchange rate from EKKO- WKURS.
xx. Total Basic Amount (INR): This is the multiplication of xviii. and xix.
Rule No.17: Each of the fields related to taxes, pricing and conditions in the quotation can be maintained at
either the Header Level or Item Level or both these levels. Hence the following would be the logic for
calculating the total condition value –

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 Functional Specification

Pricing Conditions:
I. Header Level Pricing Conditions-
In KONH input the RFQ number details in VAKEY and get the value of KNUMH. Using this value get the
the condition value from KONV-KWERT.

II. Item Level Pricing Conditions –

Get the value of KNUMV from EKKO.

Go to KONV, Input field – KNUMV = EKKO-KNUMV and get the details of Condition types per item No –
KPOSN
Condition type – KONV-KSCHL
Condition value – KONV-KWERT
Total Condition Value across items =  KONV-KWERT for a particular condition type KONV-KSCHL

III. Total Condition Value (Header + Item) = I + II

Exception
If ’III‘ returns a value = zero for all vendors, then do not display the condition type in the comparison.

Tax Calculation:

Get the Net value from EKPO-NETWR.

Go to the function Module CALCULATE_TAX_FROM_NET_AMOUNT
Rule No.18: Total Amount (INR) – This is the equal to (xviii of Rule 16 + III of Rule 17)

Rule No.19: Modvat Amount (INR) – This would be equal to amount of excise duty rebate eligible across all
the items.

Rule No.20: Service Tax Refund (INR) – This would be equal to amount of service tax refund eligible across
all the items.

Rule No.21: VAT Refund (INR) – This would be equal to amount of VAT rebate eligible across all the items.

Rule No.22: Net Landed Value (INR) – This would be equal to [Total Amount (Rule 18) – Modvat Amount
(Rule19) – Service Tax Refund (Rule 20) – VAT Refund (Rule 21)]

Rule No.23: Commercial Ranking – This would provide numeric (1, 2, 3, etc) ranking of the different vendors
based on Net Landed Value (INR). The lowest would be given the value 1, the second lowest the value 2 and
so on.

Rule No.24: Delivery Time – Get the delivery date from EKET – EINDT for the RFQ number.

Rule No.25: Technical Acceptability – Get this from the RFQ header text

Rule No.26: Pricing Basis/ Inco terms – Concatenate the values of (EKKO-INCO1) & (EKKO-INCO2)

Rule No.27: Warrantee – Get the value provided in the RFQ (EKKO-GWLDT)

Rule No.28: Warrantee Terms– Get this from the RFQ header text

Rule No.29: Payment terms – Get the description of (EKKO-ZTERM)

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 Functional Specification

Rule No.30: Supplier Payment terms – Get this from the RFQ header text

Rule No.31: LD for Delivery Clause – Get this from the RFQ header text

Rule No.32: LD for Performance Clause – Get this from the RFQ header text

Rule No.33: Cumulative Delivery Clause – Get this from the RFQ header text

Rule No.34: Design Defect Liability – Get this from the RFQ header text

Rule No.35: Risk Purchase Clause – Get this from the RFQ header text

Rule No.36: Remarks – Get this from the RFQ header text

2.1.1. Report Layout

Please refer to report format attached herein.

CS Format
Design_v0.3.xls

2.1.2. Report Fields

Report Field ID SAP SAP Field Name SAP Technical Rules/Notes
Table Field Name
Purchasing Organization EKKO Purch. Organization EKORG Refer to rule no. 2

Purchashing Group EKKO Purchasing Group EKGRP Refer to rule no. 3

Date NA NA Refer to rule no. 4

PR Number EKET Purchase Req. BANFN Refer to rule no. 5

Collective Number EKKO Collective Number SUBMI Refer to rule no. 6

EKKO/
RFQ number Purchasing Doc. EBELN Refer to rule no. 7
EKET

RFQ Date EKKO Created On AEDAT Refer to rule no. 8

Vendor Name LFA1 Name Name1 Refer to rule no. 9

Quotation Number EKKO Quotation ANGNR Refer to rule no. 10

Validity Start Date EKKO Validity Per. Start KDATB Refer to rule no. 11

Validity End Date EKKO Validity Per. End KDATE Refer to rule no. 12

Vendor Contact Person EKKO Salesperson VERKF Refer to rule no. 13

Vendor Contact Person Telephone EKKO Telephone TELF1 Refer to rule no. 14

Quotation Currency EKKO Currency WAERS Refer to rule no. 15

Sl. No EKPO Item EBELP Refer to rule no. 16

Material Code EKPO Material EMATN/ MATNR Refer to rule no. 16

Material Code Description EKPO Short Text TXZ01 Refer to rule no. 16

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UoM EKPO Order Unit MEINS Refer to rule no. 16

Quantity EKPO Order Quantity MENGE Refer to rule no. 16

Quoted Unit Rate KONP Amount KBETR Refer to rule no. 16

Quoted Total NA NA NA Refer to rule no. 16

Negotiated Unit Rate KONP Amount KBETR Refer to rule no. 16

Negotiated Total NA NA NA Refer to rule no. 16

Negotiated Unit Rate (L1 of L1) NA NA NA Refer to rule no. 16

Negotiated Total (L1 of L1) NA NA NA Refer to rule no. 16

Vendor (Last Purchase Details) NA NA NA Refer to rule no. 16

PO Number (Last Purchase Details) NA NA NA Refer to rule no. 16

Basic Price (Last Purchase Details) NA NA NA Refer to rule no. 16

Landed Price (Last Purchase Details) NA NA NA Refer to rule no. 16

Total Basic Amount NA NA NA Refer to rule no. 16

Exchange Rate EKKO Exchange Rate WKURS Refer to rule no. 16

Total Basic Amount (INR) NA NA NA Refer to rule no. 16

Discount KONP Amount K Refer to rule no. 17

Packing & Forwarding KONP Amount KBETR Refer to rule no. 17

Insurance KONP Amount KBETR Refer to rule no. 17

Freight (Air) KONP Amount KBETR Refer to rule no. 17

Freight (Sea) KONP Amount KBETR Refer to rule no. 17

Landing Charges KONP Amount KBETR Refer to rule no. 17

Basic Customs Duty KONP Amount KBETR Refer to rule no. 17

CVD KONP Amount KBETR Refer to rule no. 17

Cess on CVD KONP Amount KBETR Refer to rule no. 17

Cess on CVD+CD KONP Amount KBETR Refer to rule no. 17

Special Additional Duty KONP Amount KBETR Refer to rule no. 17

CHA Charges KONP Amount KBETR Refer to rule no. 17

Excise Duty KONP Amount KBETR Refer to rule no. 17

Education Cess KONP Amount KBETR Refer to rule no. 17

Secondary Education Cess KONP Amount KBETR Refer to rule no. 17

VAT KONP Amount KBETR Refer to rule no. 17

CST KONP Amount KBETR Refer to rule no. 17

Service Tax KONP Amount KBETR Refer to rule no. 17

Domestic Freight KONP Amount KBETR Refer to rule no. 17

Entry Tax KONP Amount KBETR Refer to rule no. 17

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Other Charges KONP Amount KBETR Refer to rule no. 17

Total Amount (INR) NA NA NA Refer to rule no. 18

Modvat Amount (INR) NA NA NA Refer to rule no. 19

Service Tax Refund (INR) NA NA NA Refer to rule no. 20

VAT Refund (INR) NA NA NA Refer to rule no. 21

Net Landed Value (INR) NA NA NA Refer to rule no. 22

Commercial Ranking NA NA NA Refer to rule no. 23

Delivery Time EKET Delivery Date EINDT Refer to rule no. 24

Technical Acceptabillity NA NA NA Refer to rule no. 25

Incoterms &
Price Basis/ Incoterms EKKO INCO1 & INCO2 Refer to rule no. 26
Incoterms (Part 2)

Warranty EKKO Warranty GWLDT Refer to rule no. 27

Warranty Terms NA NA NA Refer to rule no. 28

Payment Terms EKKO Terms of Payment ZTERM Refer to rule no. 29

Supplier Payment Terms NA NA NA Refer to rule no. 30

LD for Delivery Clause NA NA NA Refer to rule no. 31

LD for Performance Clause NA NA NA Refer to rule no. 32

Cumulative Delivery Clause NA NA NA Refer to rule no. 33

Design Defect Liability NA NA NA Refer to rule no. 34

Risk Purchase Clause NA NA NA Refer to rule no. 35

Remarks NA NA NA Refer to rule no. 36

2.1.3. Selection Criteria

Name Table field / Check Select-Option(S) Comments Default
Box / Radio Button or Parameter(P) Value
Purchase Table Field Select-Option(S) This would be a NA
Requisition mandatory input if
Number Collective number is
not entered
Collective Number Table Field Select-Option(S) This would be NA
mandatory input if
Purchase Requisition
number is not entered
RFQ Number Table Field Select-Option(S) This is optional and is NA
used in conjunction
with PR No. Or
Collective No.

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2.1.4. Other Information

Dynamic display of fields (pricing conditions) based on data maintained or nature of RFQ. The fields/ pricing
conditions where values are available in system should only appear in the C.S report. If values for specific
pricing conditions are not maintained and are unavailable, the corresponding fields should not appear in the
report.
2.1.5. Existing Sample Reports
Not applicable.
2.2. Error Handling
 If the Collective Number being put as input is not available then give an error message “Please
provide a valid Collective Number”
 If PR Number entered as input is not within the Number range or not available give an error message”
PR number in correct”
 If neither the PR No. nor the Collective No is provided as an input give an error message “Please
provide PR No. or Collective Number“
 On providing the PR No. in the input screen if the system is unable to locate any RFQ give an error
message “RFQs have not been created”
 If the RFQ numbers entered do not match with the PR number or the Collective number then give an
error message “Please provide correct RFQ Numbers”

2.3. Security and Authorization

Appropriate JSW commercial team members would be able to access and run this report. Authorization would
be based on JSW Authorization Matrix.

2.4. Processing and Operational Considerations

2.4.1. Performance
Not applicable.

2.4.2. Batch Requirements

Not applicable.

2.4.3. Others
Not applicable.

3. Test Script
3.1. Testing Pre-requisite
Pre-requisite Type (Master data, Data Element Details
Configuration, Other Development

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 Functional Specification

3.2. Test Case

Test Test Step T Code Input Data Expected Results
Step No Description results Obtained

4. Appendix
4.1. Glossary of Terms
Term Definition
PR Purchase Requisition
RFQ Request for Quotation
QCS Quotation Comparison Statement
UoM Unit of Measure

4.2. Additional Reference Documentation

Not applicable.

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