smartplant materials how to create a request for...

SmartPlant Materials How to Create a Request for Quotation

Version 2007.1 (6.2.3) January 2007 / April 2007 DMAR1-PE-200086A-UPDATED

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Table of Contents

Table of Contents Preface .................................................................................................................................4

Overview .............................................................................................................................5

Creating request for quotation .........................................................................................6 Target Role ......................................................................................................................... 6 Session Goal ....................................................................................................................... 6 Workflow Prerequisites ...................................................................................................... 6 Budget Hours: Concept Transfer to Users .......................................................................... 6

Detailed workflows.............................................................................................................7 Start Inquiry Cycle .............................................................................................................. 9 Prepare RFQ ..................................................................................................................... 12

SmartPlant Materials How to Create a Request for Quotation 3

Preface

Preface This document is a user’s guide for SmartPlant® Materials 6.2.

It describes the processes to create a request for quotation.

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4 SmartPlant Materials How to Create a Request for Quotation

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Overview

Overview This document describes how to create a request for quotations.

How to create requests for How to create requests for quotationquotation

Requisition forinquiry only

Requisition forpurchase

Assign bidders,create RFQ

Receive bids,evaluate and choose supplier

Create Blanket order



Create Requisitionfor purchase




Create PO

Assign blanketorder Create PO

Create PO

Create PO


Create Inquiry

Create Inquiry

As the above workflow shows, the creation of a request for quotations (RFQ) is a part of several different workflows ending in the creation of purchase orders.

The request for quotation is always based on a so-called inquiry. In SmartPlant Materials, an inquiry is defined as a company internal object, not sent to bidders or clients. The inquiry is therefore an intermediate step for the preparation of RFQs. With the creation of an inquiry, the so-called bidding cycle is started.

The above workflow also shows that in all different workflow scenarios the steps for the RFQ creation are identical. This document will show the RFQ creation process based on a PR.


Creating a Request for Quotation

Creating a Request for Quotation The goal of this document is to explain the specific tasks and best practices for creating requests for quotation.

Target Role The target audience for this document is home-office-based procurement super users and buyers.

Session Goal This session will enable users to understand the processes for creating requests for quotation.

Workflow Prerequisites This document assumes that the SmartPlant Materials introduction and overview and the “How to use the requisition workload screen” sessions have been completed.

Budget Hours: Concept Transfer to Users It will take between six to eight hours to train users in this workflow.


Detailed Workflows

Detailed Workflows The requisition workload screen is the starting point for all inquiry and purchasing workflows.

The general handling and significance for the purchasing workflows is described in the document named C1-MSCM-How-to-use-requisition-workload_6.1.1.6-1A.doc.

On the requisition workload screen, all the ERs that have been released to procurement by the engineering departments are available.

• Navigate to the “Buyer” field, and use the List of Values (LOV) to select the name of the buyer that should be the responsible person for this requisition. Only those users who have been assigned the “Buyer” privilege will appear in this list. Requisitions with supplements higher than 0 will be automatically assigned to the buyer with supplement 0. The procurement manager (these are the users with the “ASSIGN BUYER” privilege) may change the buyer manually.


Detailed Workflows

• Once the record is saved, the “Proc Acknow” field will automatically be filled in with the date to show that a person in the procurement department has assigned the requisition to a buyer. Due to this action, the engineering department will not be able to delete this requisition.

• The “Inquiry Cycle” button and the “Order Cycle” button (only if a PR was used) will become active, allowing the user to start the process of inquiry creation.

The requisition used in this document as an example contains six centrifugal pumps with six different TAG numbers and different attributes describing the properties.


Detailed Workflows

Start the Inquiry Cycle To create RFQs, the inquiry cycle must be started. This is done by clicking the “Start Inquiry Cycle” button.

The “Start Inquiry Cycle” button is only enabled if the requisition:

• Has not already been inquired completely.

• Has not been purchased.

• Has a buyer assigned to the requisition.

After you click the “Continue” button, SmartPlant Materials asks the following

Selecting Yes opens P.30.11, which is the Core Workflow Screen for the handling of inquiries and their dependent RFQs.


Detailed Workflows

This screen is a Core Workflow screen, and the following screen shot is shown as an example for an adjusted screen layout on the user interface level:

The first screen of P.30.11 informs the user about the status of the inquiry and about the most important fields.


Detailed Workflows

The screen offers three important buttons used in the following workflows:

Prepare RFQ: The Prepare RFQ button opens a screen that provides all the needed functions to prepare the RFQ data.

Commercial Evaluation: The Commercial Evaluation button opens a screen that provides all the functions for maintaining bids, evaluating them, and awarding (selecting) bidders and line items.

This button is only valid after the RFQ preparation is finalized, which means the inquiry is approved.

Technical Evaluation: The Technical Evaluation button opens a screen that offers all the functions for executing the technical evaluation.

This button is only valid after the RFQ preparation is finalized, which means the inquiry is approved.

The inquiry number is by default always taken over from the requisition, which was the basis for the creation. The number can be changed here manually.

The default currency for the inquiry can also be set in the “Currency” field using the LOV menu.


Detailed Workflows

Prepare RFQ After you click the “Prepare RFQ” button, SmartPlant Materials opens P.30.21 Prepare RFQ, which is also a so-called Core Workflow Screen.

Here are short explanations to all the sub screens available on screen P.30.21:

Inquiry: Here the inquiry can be approved. This is possible if at least one bidder is assigned. The approval creates RFQ records in the database for each bidder and takes over the sum of all available and required information from the attached requisitions and from P.30.21. If the ZP_SUPAPRV project default is set to ‘Y’, then the “Supplier Approved” check box must be checked in order to click the “Approve” button successfully.


Detailed Workflows

Material Groups:

The “Material Groups” sub screen can be used to assign material groups to the inquiry. The assigned material groups work on the “Bidders” sub screen as a filter. In this example only, bidders that are assigned to the CP101 material group can be assigned to the inquiry.

Requisitions:

On the “Requisitions” sub screen, all requisitions and their line items are shown. These requisitions are attached to the actual inquiry.

It is possible here to attach additional requisitions to the inquiry using the LOV in the “Engineering Requisition” field. This LOV offers all not completely inquired requisitions available on the requisition workload screen.


Detailed Workflows

It is also possible to split a requisition into several inquiries. Although it is not recommended to split requisitions manually into several inquiries (the split can be more easily done via the automated functions of the MTO job) during real project execution, it can be necessary to manually split requisitions. To do this, simply uncheck the “Assigned” check box for those line items that should be eliminated from the actual inquiry. Unchecking of line items make the requisition with these line items available for the creation of new inquiries, or for the assignment to other inquiries as described above.

Tech. Eval. Checklists:

The Technical Evaluation checklists can be generated as setup data dependent on the material group or by manual insert.


Detailed Workflows

If the TE checklists are assigned to a material group, during the selection on the “Material Groups” sub screen, they are populated automatically.

Bidders: On the “Bidders” sub screen, bidders can be assigned to the inquiry. The bidders can only be assigned by selection via LOV; the LOV offers the project or general suppliers list according to the ‘ZP_PROJSUP’ project default. For further details regarding project suppliers, please refer to the “How to maintain suppliers” document.

An additional restriction to the available suppliers list is given by the assignment of material groups to the inquiry. If at least one material group is assigned to the inquiry, suppliers can only be selected if they are assigned to the appropriate material group.


Detailed Workflows

Commercial Evaluation: The preparation of the commercial evaluation is done based on the setup previously created on P.10.41 Comm Eval Cklsts. Similar to the technical evaluation checklists, the task is to define keywords for commercial evaluation tasks that the buyer must perform during the commercial evaluation.

If the “default“ check box is checked, the record is copied automatically to each new created inquiry.

It is possible to create new evaluation checklists here by inserting a new seq number, saving, and then double-clicking the “Seq” field. This action opens A.10.41.

Exchange rates: The exchange rates functionality allows you to differentiate exchange rates for each inquiry, which allows you to react to many special market conditions. Although there


Detailed Workflows

is a project-wide currency converting factor provided on the A.10.13 Unit to Unit Conversion screen , it is also very important to allow different converting rules inside one project for each inquiry to reflect different possible negotiation situations.

Attachments: The “Attachments” sub screen shows all the documents attached to the inquiry or copied from the requisition, including attached documents, attached VDRs, and attached text and terms.

Other costs: The “Other Costs” sub screen allows you to assign other cost items to the inquiry.


Detailed Workflows

Orders: The “Orders” sub screen shows a cross reference to orders that have been created from the actual inquiry. No data can be inserted here.

Approve inquiry: After all the data on the P.30.21 screen is assigned to the inquiry, the inquiry can be approved. This means SmartPlant Materials creates for each assigned bidder one RFQ with exactly the same data defined by the inquiry. The inquiry approval is done on the “Inquiry” sub screen.

The ZP_SUPAPRV project default is used to remind the buyer of the client approval. If this is required, the project default must be set to ‘Y’. In this case, the approval can only be done after the ‘Supplier Approved’ check box is checked.


Detailed Workflows


Clicking the ‘Approve’ button starts the approval procedure. After the approval, the inquiry can be unapproved at any time. Due to the fact that the approval creates the RFQs, the unapproval deletes the RFQs. This means all possible work that has already been done on an RFQ will be lost.

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