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Author's profile photo Tridip Chakraborthy

Sequel 4: Trigger RFx for Quick quotes from shopping cart before approval

The game is getting interesting and we are sure that you are able to consume our blogs easily and are able to relate and use them in your areas. Am sure you would appreciate the new innovations from a consulting stand-point, for the first time, I feel that my business blue printing exercise will have lesser gaps with the customer requirement.

Let’s keep the theme MULTITASKING for today’s blog post.

1.0 Overview & Challenges

In today’s blog we would be discussing about the new RFx Creation before Shopping Cart Approval for Quick Quotes introduced with the EhP2. This feature becomes very interesting for folks that want to stay ahead of the game with multi-tasking whilst working inside the process.

Sometimes re-approvals become messy and hence it becomes important to give a feature that helps the shopper stay in the WIP mode, whilst the buyer can still start some of the sourcing processes parallely. Even if there is a change to the final price, there must be a way to handle it seamlessly.

The challenges that typically this innovation goes out addressing are around

  1. Enabling a quick 3 bid and buy approach
  2. Shopping carts would enter an approval process without the correct pricing.  In many cases, pricing is discovered after approvals during the sourcing process.

2.0 Help me understand this feature / innovation?

    1. SAP SRM 7.0 EhP2 gives you the ability to create an RFx from a shopping cart with the status Awaiting Approval or Saved for quick quotes. This allows you to start the shopping cart approval process and the RFx creation process simultaneously.
    2. By triggering RFx directly from the shopping cart (prior to Sourcing), stakeholders will know the approximate value of a shopping cart before approving.
    3. When an employee orders a shopping cart, it appears in the purchaser’s universal work list (UWL) provided completion workflow is setup. The purchaser can then create an RFx directly from the Item Overview tab of the shopping cart.
    4. Purchasers can receive RFx responses, but no RFx responses can be accepted until a shopping cart has been approved. Purchasers can update the value of a shopping cart based on the RFx responses before the shopping cart is approved.
    5. The purchaser is notified once a shopping cart has been approved. A work item is then available in the purchaser’s work-list with a link to the RFx.

What is going to be the fun part is that, how many stake-holders from compliance are going to chip in and say, NO, this looks like breach of compliance.

But if you notice clearly, both the business objects are logically in a draft status before any financial commitment is made with any of the Purchasing documents within the framework, in fact it makes the system that much more compliant, as it helps determine the accurate price by getting the stake-holders that would actually deliver the committed price (Early vendor involvement) into the process.

Business Value

I personally see the following benefits & business value of switching this feature

  1. Enables quick ‘3-bid & buy’ process which many companies use
  2. Better control and compliance by engaging suppliers early to discover the true price before approval of shopping cart.
  3. Enable better decision making by the approvers by providing more accurate pricing data
  4. Accurate commitment values 
  5. Overall cycle time reduction by parallel processing of RFx and shopping cart

3.0 Snippets of how this looks inside SAP SRM 7.0 ehP2


RFx Creation before Shopping Cart Approval Update requirement price


4.0 How do I achieve it?

  • Switch SRM_702_RFX_FROM_SCis non-revertible , switch it on to use it
  • Employee cannot create RFx during shopping cart creation. RFx can be created by purchaser during completion workflow step. You need to configure process controlled workflow which includes completion of SC by purchaser.
  • If the purchaser creates the shopping cart, RFx creation can be triggered in ‘Saved’ status itself. 
  • If you want to restart the workflow when the shopping cart value is changed due to price updates from RFx response, use BADI


  • Relevant BADI: Filter Items to be sourced before Shopping Cart Approval (/SAPSRM/BD_SOURCING_FILTER).


  1. Thanks for tuning into these sequels, am sure that with SAP SRM 7.0 EhP2, you will have more power in your hands as an SAP Procurement consultant to help deliver those go-to customer implementations. In our next blog, we will discuss more about the Active Bidders Reports for Better Decision Making in Sourcing.

5.0) SAP Procurement social_media outreach channels

Hope to see you sign-up and follow our via all our Social Media Outreach channels


6.0) SAP Procurement handles & Hash-tags to follow


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      Author's profile photo Former Member
      Former Member

      Hi Tridip,

      Thank you for introducing us to these features, this one especially has a lot of need in today's industry. Multi-tasking is an "Apt" theme. I know of some clients who were asking for this in the previous SRM releases.

      Thanks once again.



      Author's profile photo Tridip Chakraborthy
      Tridip Chakraborthy
      Blog Post Author

      Hi naveen rajan thanks a lot for this feedback, am sure that Ramakrishna Potluri and @Mike_Jud will be extremely thrilled with all this feedback on the SAP SRM 7.0 EhP2 enhancements going to make a drastic leap forward for clients.

      more to come on the Sustainability aspect in the product stay tuned



      Author's profile photo Susan Keohan
      Susan Keohan

      Hi Tridip,

      The release notes for this feature state that you must use process controlled workflow.  Have you ever tried to use this feature with Application Controlled Workflow?  We will be upgrading to SRM7, and we have a lot of custom features in our current workflows which will probably get lost if we use the Process Controlled Workflows.



      Author's profile photo Tridip Chakraborthy
      Tridip Chakraborthy
      Blog Post Author

      Hi Workflow goddess Susan Keohan

      thanks for letting me know that you are trying to achieve this

      I think the switch is irreversible, so I will check directly with the solution management folks and get back to you with an answer

      I havent upgraded to version ehp2 so, dont have a direct answer

      Will revert shortly



      Author's profile photo Susan Keohan
      Susan Keohan

      Hi Tridip,

      Thanks - I know that once you go to Process Controlled WF, you can't go back.  It seems like a huge waste of customer-developed Application Controlled WF if you can't use your 'old' workflows in conjunction with some new bits of functionality.  So I guess my question is more subversive - in spite of the docu saying that you *must* use Process Controlled WF, can you get around that?  mwaaahaaahaaa (evil laughter).

      Appreciate any light you can shed,


      Author's profile photo Tridip Chakraborthy
      Tridip Chakraborthy
      Blog Post Author

      Hey Sue

      Sure, I have already asked the question directly to the product owner waiting to hear back

      Will mail you as soon as I hear back

      I know the constraint with the irreversibility, wasnt happy about that, but guess thats the only way to get people to start using the PCW 🙂 not that evil a laugh



      Author's profile photo Tridip Chakraborthy
      Tridip Chakraborthy
      Blog Post Author

      Hi Sue,

      just DM'd you that this is not possible with AC Workflow 🙁



      Author's profile photo Stefan Feldmeier
      Stefan Feldmeier

      Hi Tridip,

      thanks a lot for your detailed description!

      We have implemented this process.

      Just one thing doesn't work.Our purchaser is not notified when the SC is approved. There is no work item. It would be a big help if you could add technical Information to your blog. Which work flow WS.. is used.

      Is after approval a new work flow started or is  the purchasers work item part of the SC approval workflow?

      Unfortunatelly this is nowhere mentionend. (SCN / / ....).

      This would help a lot to analyse the issue.



      Author's profile photo Former Member
      Former Member


      I am going to use this function/scenario with a little deviation in my requirement.

      We just want to finaly accept the quote/response before shopping is completly approved and the prices of the accepted quote should copied to the shopping cart items. So we will provide that purchaser will accept the wrong quote after shopping cart approval.

      I allready activated within shopping cart the button to create rfx without using the business function. RFX get all the shopping cart item information and creates rfx in on hold status.

      Our process is:

      create shopping cart -> set it in apporval status -> create rfx -> get quotes -> accept one quote -> close rfx -> automaticaly (or by pushing the update button) update shopping cart items -> approve shopping cart -> create follow on purchase order.

      Has anyone archived this?

      Do you know a BAdI, Event or something I can use to update shopping cart when accepting the quote and close the rfx without creating a follow document?

      Thank you very much.