92 Purch 13 Process PurchaseReqQt

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Purchase Requests and Quotations

SAP Business One, Version 9.2
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Objectives
At the end of this topic, you will be able to:

• Create purchase requests and purchase quotations
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Business Scenario
Your company has added purchase requests and purchase

quotations as part of the normal purchasing process.
When employees want to order supplies, they use a purchase
request to alert the purchasing department about their needs.
If none of these items are available in-house, the purchasing
department will purchase the items.
To get the best price, a buyer will ask vendors to provide quotes for
items. When multiple quotes are needed, the purchase quotation
generation wizard is used.

Process Overview
Purchase Purchase Purchase Order

Request Quotation
Goods Receipt A/P Invoice Outgoing

PO Payment
Purchase Request
 A Purchase Request is generally a document generated by a user to notify

the purchasing department of items or services needed.
 The document specifies quantities, and a timeframe for the requested items.
 It may also contain authorization information to proceed with the purchase.

Benefits
 Saves time because

Purchase Request
document provides
Requester User manager No. 101
Requester Name Jayson Butler Status Open
information needed
Branch Main Posting Date 02.02.16 for purchase orders
Department General Valid Until 03.03.16  Reduces expenses
X Send E-Mail if PO or GRPO is added Doc. Date 02.02.16
E-Mail jayson.butler@oec.com Required Date 03.02.16 related to returned
items.
Contents Attachments
 Allows you to track
# Item No. Required Date Required Qty. Info Price Total expenses in advance
1 Z00001 03.02.16 20 700 14000  Helps with budget
planning and cost
reduction

Target Documents
Purchase Order
…
Purchase
Quotation
Purchase
Request
Purchase Order
…
Purchase Request Report
PurchasePurchase
Request Report View existing purchase requests and
Request Report create the follow-up documents
# Selected Item Code Vendor Code PR No. Online Quotation
directly from the report
1 X Z00001
2 X Z00001 V10000 101 X
…
3 X Z00002
4 X Z00002 V10000 102 X
5 X ZK0013 Purchase Purchase
6 X ZK0013 V20000 102 X Quotation Order
Create
Purchase
…
Quotations
Purchase Orders
Purchase Order

Purchase Request Scenario
 Sales team needs 2 tablets.

 Management approval is required.
 Purchase request is saved as a draft.
 Once approved, the draft is converted to purchase request
 The buyer runs purchase request report.
 Since item is not in stock, the buyer creates a purchase order.

Purchase Quotation
 The purchase quotation requests pricing and delivery information from your vendor in
advance of the purchase order.
 You can create a purchase quotation, send the document to your vendor and when you
receive information from the vendor on prices and delivery dates you can enter this
information in the purchase quotation
 The information tracked in the quotation enables you to pick the right vendor.
 Using quotations helps to reduce costs, improve quality and increase on-time delivery.

Purchase Quotation Generation
 Often items are sourced from multiple vendors

Purchase Quotation
Generation Wizard  The purchase quotation generation wizard
simplifies the process for multiple quotes.
 You can create several purchase quotations
Purchase Purchase Purchase for many items and many vendors.
Quotation 1 Quotation 2 Quotation n
 You can update each quotation with relevant
Get data
from vendors
data from the vendor.
 A purchase quotation report allows you to
Update Update Update
PQ 1 PQ 2 PQ n compare offers to pick the optimal vendor for
your purchase.
Pick optimal
vendor  Then you can create the purchase order from
Create Purchase Order
the selected quotation.
Preferred Vendors
The item master allows you to specify

multiple preferred vendors for each item.
The quotation generation wizard chooses

those vendors to create quotations.

Purchase Quotation Scenario
 Purchase quotations are needed for 2 types of printers

 The buyer uses the purchase quotation wizard
 The wizard generates 3 purchase quotations for the 2 items
 The buyer uses the purchase quotation report to compare quotations.
 The buyer creates a purchase order for the items from the best quotation.

Summary
Here are some key points:

 Purchase requests enable employees to initiate a purchase by
submitting their needs for certain goods and services.
 The purchase request can be copied to a purchase quotation or
purchase order for further processing.
 A purchase quotation allows you to request quotes from your vendors
then track the answers.
 You can compare quotations to determine the best offer and create a
purchase order.
 The purchase quotation generation wizard allows you to generate
multiple purchase quotations for vendors and items.
 The wizard uses the preferred vendors listed in the item master to
generate quotations.
© 2016 SAP SE or an SAP affiliate company. All rights reserved.
No part of this publication may be reproduced or transmitted in any form or for any purpose without the express permission of SAP SE or an SAP affiliate company.
SAP and other SAP products and services mentioned herein as well as their respective logos are trademarks or registered trademarks of SAP SE (or an SAP affiliate
company) in Germany and other countries. Please see http://global12.sap.com/corporate-en/legal/copyright/index.epx for additional trademark information and notices.
Some software products marketed by SAP SE and its distributors contain proprietary software components of other software vendors.
National product specifications may vary.
These materials are provided by SAP SE or an SAP affiliate company for informational purposes only, without representation or warranty of any kind, and SAP SE or its
affiliated companies shall not be liable for errors or omissions with respect to the materials. The only warranties for SAP SE or SAP affiliate company products and
services are those that are set forth in the express warranty statements accompanying such products and services, if any. Nothing herein should be construed as
constituting an additional warranty.
In particular, SAP SE or its affiliated companies have no obligation to pursue any course of business outlined in this document or any related presentation, or to develop
or release any functionality mentioned therein. This document, or any related presentation, and SAP SE’s or its affiliated companies’ strategy and possible future
developments, products, and/or platform directions and functionality are all subject to change and may be changed by SAP SE or its affiliated companies at any time
for any reason without notice. The information in this document is not a commitment, promise, or legal obligation to deliver any material, code, or functionality. All forward-
looking statements are subject to various risks and uncertainties that could cause actual results to differ materially from expectations. Readers are cautioned not to place
undue reliance on these forward-looking statements, which speak only as of their dates, and they should not be relied upon in making purchasing decisions.

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Purchase Requests and Quotations

e only with an image

At the end of this topic, you will be able to:

© 2016 SAP SE or an SAP affiliate company. All rights reserved. Public 2

Your company has added purchase requests and purchase

© 2016 SAP SE or an SAP affiliate company. All rights reserved. Public 3

Purchase Purchase Purchase Order

Goods Receipt A/P Invoice Outgoing

 A Purchase Request is generally a document generated by a user to notify

© 2016 SAP SE or an SAP affiliate company. All rights reserved. Public 5

 Saves time because

© 2016 SAP SE or an SAP affiliate company. All rights reserved. Public 6

© 2016 SAP SE or an SAP affiliate company. All rights reserved. Public 8

 Sales team needs 2 tablets.

© 2016 SAP SE or an SAP affiliate company. All rights reserved. Public 9

© 2016 SAP SE or an SAP affiliate company. All rights reserved. Public 10

 Often items are sourced from multiple vendors

The item master allows you to specify

The quotation generation wizard chooses

© 2016 SAP SE or an SAP affiliate company. All rights reserved. Public 12

 Purchase quotations are needed for 2 types of printers

© 2016 SAP SE or an SAP affiliate company. All rights reserved. Public 13

Here are some key points:

National product specifications may vary.

© 2016 SAP SE or an SAP affiliate company. All rights reserved. Public 16

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