Supplier quotation types

Topic overview

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

Definitions of terms

Supplier quotations

A supplier quotation is an offer made by a supplier for requested items. A supplier quotation contains information about the item, price, quantity, delivery date, terms of payment and delivery, and the delivery address. A limit can be placed on a quotation by specifying a binding period. Supplier quotations can be referenced to purchasing RFQs in the system and therefore be part of a voucher references chain.

Application description

Supplier quotation types are used to identify supplier quotations. They also contain default values and settings for supplier quotations of a given type.

The application consists of an identification pane and a work pane.

Identification pane

  • Type – the unique identification of the supplier quotation type is entered in the Type field. It is freely selectable. For systems with several organizations in particular, it is advisable to enter a number range in the Quotation 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 supplier quotation type in further applications and queries, e.g. to assign the correct type to a supplier quotation 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 description to make it easier to search for.
Note
When using special characters, please note that these are converted into the following placeholders in a character string to be searched for technical reasons:

  • Asterisk (*) to underscore (_)
  • Question mark (?) to percent sign (%)

The use of an underscore in a search feature would not only search for the underscore, but for any character. The percentage sign is evaluated in the same way, which then corresponds to none, one or more characters. The use of underscores and percent signs in character strings should therefore be avoided as far as possible, as other and more objects may be found than intended.

  • Number range – a number range is selected in the supplier quotation type, which the system uses to automatically generate a number for new supplier quotations according to a specific pattern.
    Further information can be found in the Number ranges article.
  • Creation status – the creation status defines the general status for new supplier quotations of a given type. You can choose between Released and In process.
Note
If a quotation line item or the associated quotation has the status In process, it can only be processed further with subsequent vouchers, such as a purchase order, if the status has been manually changed to Released beforehand.
Note
A quotation or quotation line item with the status Released cannot be reset to the status In process. Use the Blocked status instead.

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

Work pane

The work pane of the application contains the main fields and functions for entering default values that are to apply to supplier quotations. The fields and functions are grouped under tabs, which are described in the following sections:

Delivery data tab

  • Warehouse – the warehouse in this field indicates the receipts warehouse to which the offered items are to be delivered, if applicable. Select an existing warehouse in the system as the receipt warehouse. If no warehouse is entered in this field, it will be entered in the quotation as the default warehouse from the partner master data of the delivery partner. If no warehouse is entered there either, the warehouse stored in the Customizing application, Purchasing function for the purchasing organization is used as the receipt warehouse. If the warehouse is also missing there, no warehouse can be proposed in the quotation.
Note
Please note that the warehouse of an item can also result from the item master data.
  • 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 filling in the quotation header. This setting can also be changed for each quotation line item.
    Select one of the following options:

    • Always use default – the Always use default setting redetermines the warehouse whenever a value relevant for determining the default warehouse, 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 – with the No default  setting, no default value is determined for the warehouse from the master data. Use this setting if you always want to specify the warehouse manually in each quotation line item.
Note

  • With the settings Always use default and Insert defaults if empty, you can have the default value determination for the warehouse in the quotation carried out again if you remove the warehouse specification.
  • With the [Generate from RFQ] action, a warehouse is also taken from the purchasing RFQ if the entry No default has been selected in this field.

  • Delivery term – delivery terms describe agreements between the buyer and seller. They may be used to specify the type of delivery and the place of fulfillment, for example, Free home delivery or Personal pickup.
    Select a delivery term to be adopted as a default value in new supplier quotations of a given type.
    If an INCO term is included as a delivery term, you must specify a location reference.
  • Shipping terms – shipping terms describe the manner in which the items are transported, for example, via freight forwarder, courier, or mail. Select a shipping term to be adopted as a default value in the supplier quotations of a given type.
  • Preferred date calculation – a preferred date can be entered in a supplier quotation. The default value is the date on which the supplier quotation 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 supplier quotation.
    If you enter zero days, the date on which the supplier quotation is entered is suggested.
  • Inventory owners origin – the inventory owner is the legal owner of an item stock. This information is used to determine in whose item stock, for example, a receipt is posted. This field is used to specify how the inventory owner is to be determined.
    Select one of the following options:

    • Delivery recipient firm
    • Purchasing organization firm

The value serves as a default value for quotations of a given type. It can be changed in the quotation until the first line item is entered.

Note
Only if the option Delivery recipient firm is selected and the company of the purchasing organization differs from that of the site (delivery recipient) is internal billing necessary.
  • Origin of binding unit – this field is used to specify where the setting for the binding unit is taken from. The selected option is a default value for supplier quotations of a given type.
    Select one of the following options:

    • Item – use this option to transfer the setting for the binding unit from the item master data
    • Manual – with this entry, you define an individual setting for the binding unit

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

Invoice data tab

  • Price origin – use the Price origin field to specify where the data for price determination in the supplier quotation originates from. The specified price origin is also important for changing the invoicing terms via the corresponding action.
    Select one of the following options:

    • Price list
    • Manual
    • Price list, manual

In this way, you define what should normally apply in new supplier quotations of a given type. This default value can be changed in the supplier quotation.
Selecting Price list, manual has the following effect: if no price can be found for a quotation line item in the price list, the system automatically changes the price origin of this line item to Manual.

Note
If you have selected Price list or Price list, manual in this field, you need the following for the price determination for supplier quotations to work: at least one purchase price listing with at least one price list containing entries for the respective line items.
Note
The price origin defined in this field also affects the discount origin in the quotation header.
  • Transaction type account classification – enter a transaction type account classification that is used as a default value for vouchers of this voucher type. Transaction type account classifications are used for account determination. Such a classification can be used to assign an account to a group of vouchers in the Account assignments application.

Customizing

You can define a number range in the Quotation 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 suggested when a type is entered.

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

Business entities

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

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

Supplier quotation type: com.cisag.app.purchasing.obj.SupplierProposalType

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 Supplier quotation types application.

Organizational assignments

If the Content-based authorizations function is activated in the Customizing application, the Supplier quotation 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 Supplier quotation types application includes the Authorizations table. For a person to be able to use a supplier quotation 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 supplier quotation type.

Note
The table is only visible if the user has been assigned the Display authorizations capability for the associated business entity via an authorization role. In order to be able to edit content-based authorizations, the user also requires the Change authorizations capability.

In addition, they must be assigned the general capabilities to open the respective application and to open and edit the respective business entity.

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

Special features

There are no special features for the Supplier quotation types application.

Authorizations for business partners

The Supplier quotation types application is not released for business partners.

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