Topic overview

This article describes the role that purchasing RFQ types play in the processing of purchasing RFQs. You will receive information about the default values and settings for purchasing RFQs stored in the purchasing RFQ types as well as their effects on the processing and further processing of purchasing RFQs.

Definitions of terms

Purchasing RFQ

A purchasing RFQ is a request for a quotation addressed to one or more suppliers. A purchasing RFQ usually contains information about the item, quantity, delivery date, delivery address, and quotation deadline.

Description of use

Purchasing RFQ types are used to identify purchasing RFQs. They also contain default values and settings for purchasing RFQs of this type.

The Purchasing RFQ types application consists of an identification pane and a work pane.

Some of the data defined in the type is automatically adopted as default values in all new purchasing RFQs of this type. If no other rules exist, they replace the default values that would result from the supplier master data of the relevant partner or from the specifications in the Customizing application. If necessary, the data of the RFQ line items is suggested with values from the master data of the item.

Identification pane

• Type – the unique identification of the purchasing RFQ type is entered in the Type field. It is selectable. For systems with several organizations in particular, it is a good idea to enter a number range in the Purchasing RFQ type number range field in the Customizing application, Purchasing function, Number ranges sub-function. If a number range is stored for the purchasing organization selected in the title bar, the next number resulting from this is suggested when a new type is entered. The identification of the type is used to find the correct purchasing RFQ type in further applications and queries, e.g. to assign the correct type to a purchasing RFQ and thereby adopt certain default values and settings.
• Description – the description serves as an additional identification feature. It can consist of freely selectable text. Enter a meaningful and, if possible, unambiguous name to make it easier to search for.

• Number range – a number range is selected in the purchasing RFQ type, which the system uses to automatically generate a number according to a specific pattern for new purchasing RFQs. Further information can be found in the article Number ranges.
• Creation status – the creation status defines the general status for new purchasing RFQs of this type. You can choose between In process and Released.

See also the article Actions: Release, block, and complete voucher or line items.

• Determine order status (parameter) – you can use this function to specify whether the order status is determined in purchasing RFQs of this type based on the requested and ordered quantity. If the function is activated, you can also use the Influence availability field. If the function is deactivated, the purchasing RFQs of this type do not influence the availability. If a purchasing RFQ type has already been used, this setting can no longer be changed.

Work pane

The work pane of the application contains the main fields and functions for entering default values that should apply to purchasing RFQs.

Delivery data section

• Warehouse – the warehouse in this field indicates the receiving warehouse to which the requested items are to be delivered. Select a warehouse existing in the system as the receiving warehouse. If no warehouse is entered in this field, it is taken as a default value from the partner master data of the delivery partner in the RFQ. If no warehouse is entered there either, the warehouse stored in the Customizing application, Purchasing function for the purchasing organization is used as the receiving warehouse. If the warehouse is also missing there, no warehouse can be proposed in the RFQ.

• Default warehouse – this field is used to specify whether or under what conditions the warehouse should be suggested. The selected entry is used as the default value when entering the RFQ’s general data. This setting can also be changed for each RFQ line item. You can choose between the following options:
  • Always use default – the Always use default setting redetermines the warehouse whenever a value relevant to the default value determination, such as the delivery partner or the item, changes. This also happens if, for example, a different warehouse has been entered manually.
  • Insert defaults if empty – the Insert defaults if empty setting applies the same rules as the Always use default setting. However, the current warehouse is never changed automatically. The default value is only entered if there is no warehouse at the relevant time.
  • No default value – if the No default value setting is selected, no default value for the warehouse is determined from the master data. Use this setting if you always want to specify the warehouse manually in each RFQ line item.

• Delivery term – delivery terms describe agreements between the buyer and seller. They may specify the type of delivery and the place of fulfillment, e.g. Free home delivery or Personal pickup.
  Select a delivery term to be adopted as a default value in new purchasing RFQs of this type.
  If you select a delivery term of the INCO term type, you can enter a location reference in the second part of the field.
• Shipping terms – shipping terms describe the way in which the items are transported, e.g. by a forwarding agent, courier or mail carrier.
  Select a shipping term to be adopted as a default value in the purchasing RFQs of this type.
• Preferred date calculation – a preferred date can be entered in a purchasing RFQ. The default value is the date on which a purchasing RFQ is entered. You can use this field to move the preferred date into the future by entering a number of days.
  Enter the number of days to be used for the calculation of the preferred date. During the calculation, the specified company calendar is taken into account and, if necessary, the calculated date is set to the next working day and proposed in the purchasing RFQ.
  If you enter zero days, the date on which the purchasing RFQ is received is suggested.
• Influence availability – the availability rules for purchasing RFQs are defined in the Availability rules application. Use the Influence availability function to define whether purchasing RFQs of this type are taken into account as planned receipts when calculating the availability dates and when these availability dates are changed.
  Note

  Availability data is generated from the RFQs, but reservation data is not. This means that the requested quantity is taken into account in material requirements planning, for example, but is not reserved.
  You can choose between the following options:
  • Do not influence – availability data is generated from the RFQ line items.
  • Up to the first purchase order document – availability data is generated from the RFQ line items. This data is set to zero if part of the requested quantity of an item has been ordered.
    If necessary, the RFQ line item can be completed.
  • Up to the complete purchase order document – availability data is generated from the RFQ line items. This data is changed by associated purchase order line items that only contain part of the requested quantity. The availability data of an RFQ line item is set to zero if the entire requested quantity of the item has been ordered.
    The availability data of an RFQ line item is also always set to zero when the item is completed.
    
    Note

    As an alternative to manual completion, you can use the Quotations to field in the RFQ general data and use the batch application Complete expired purchasing RFQs to complete the RFQ line items for which no quotations have been received by this date.
    
    If the Determine order status function is not activated, availability is not affected and you cannot change this setting. If the function is activated, you can change the setting until a purchasing RFQ of this type is entered.
• Origin of binding unit – this field is used to specify where the setting for the binding unit is taken from. The selected entry is a default value for purchasing RFQs of this type. You can choose between the following options:
  • Item – with this option, you adopt the setting for the binding unit from the item master data.
  • Manual – use this option to define an individual setting for the binding unit.

This field is displayed if the Manage inventory in logistic units parameter is activated for the client in the Customizing application. This function can be found in the Inventory Management function, sub-function Warehouse inventory.

Customizing

You can store a number range in the Purchasing RFQ type number range field in the Customizing application, Purchasing function, Number ranges sub-function. If a number range has been defined for the selected purchasing organization, the next number resulting from this is proposed when a type is entered.

The Origin of binding unit field is only visible if the Manage inventory in logistic units parameter is activated for the client.

Business entities

The following business entity is relevant for the Purchasing RFQ types application, which you use, for example, to:

• Assign authorizations
• Set up activity definitions, or
• Import or export data

Purchasing RFQ type: com.cisag.app.purchasing.obj.RequestForProposalType

The business entity belongs to the following business entity group:

Purchasing voucher data: com.cisag.app.purchasing.OrderData

Authorizations

Authorizations can be assigned both using the authorization roles and by assigning an organization. The authorization concept can be found in the technical article Authorizations.

Special capabilities

There are no special capabilities for the Purchasing RFQ types application.

Organizational assignments

If the Content-based authorizations parameter is activated in the Customizing application, the Purchasing RFQ types application is only displayed to a person if they have been assigned an organization in the partner master data that is integrated into at least one of the following organizational structures:

• Purchasing

The Purchasing RFQ types application includes the Authorizations table. For a person to be able to use a purchasing RFQ type, they must be assigned to at least one organization in the partner master data that has been entered in the Authorizations table for the respective purchasing RFQ type.

Further information on the Authorizations table and a comprehensive overview of the content-based authorizations can be found in the Content-based authorizations article.

Special features

There are no special features for the Purchasing RFQ types application.

Authorizations for business partners

The Purchasing RFQ types application is not released for business partners.