Request For Quotation (RFQ) with SAP Business One
- How to install
- How to configure, activate and test
SAP Business One users can send purchase quotations to business partners electronically. The process of sending requests and gathering purchase quotations is part of SAP Business One using the integration framework in a process called request for quotation (RFQ). This process allows SAP Business One users to automatically generate a Web-based quotation submission form, which the integration framework server hosts. Business partners, who receive an e-mail that contains a link to the quotation submission form, can directly submit their offers to the buyer and the data in SAP Business One is updated accordingly. This section describes how to customize certain parts of the process, and how to maintain it.
The picture above describes the RFQ process. A user in SAP Business One creates a purchase quotation and selects the Create Online Quotation checkbox in the Purchasing – AP Purchase Quotation Logistics tab. Based on the purchase quotation data, the integration framework creates a Web-page that it hosts on the integration framework server. Additionally, it creates an e-mail that contains a link to the Web-page and sends the e-mail to the potential vendor or vendors. The potential vendor receives the e-mail, opens the link to the Web-page and fills in his or her information for the purchase request. The vendor submits the form and the integration framework submits the data to SAP Business One, and sends an e-mail with the submitted information to the vendor and the SAP Business One user. The RFQ scenario supports all languages provided by SAP Business One. The scenario uses the language setting of the business partner for the e-mail, and the language setting of the purchase quotation for the Web page.
2. How to Install The request for Quotation
You can install the RFQ scenario package as part of the main SAP Business One Integration Framework installation.
You can start the installation directly from the folder. Please start the „setup.exe“ as administrator,
In the first 3 steps review info and specify the installation path
Step 4: A password has to be set for the user of the Integration Framework.
Step 5: You have to fill in the data of the SQL Server, „Server version“ , „Server name“, „Port“, DB name and the password for the „sa“ – user
Step 6: To connect to SAP Business One the following information has to be filled in: „SAP Business One server server info and B1if- User“ (B1iadmin) and „password“,
Step 7: finish installation
open the main B1iF page from the start menu
3. How to Enable, configure and test the sap.RFQ
3.1 The configuration in SAP Business One
- Configure the Default Vendor contact email:
- To enter the e-mail address for the business partner contact person, from the SAP Business One Main Menu, choose Business Partner Business Partner Master Data.
- Select the business partner and on the Contact person tab in the E-Mail field enter the e-mail address of the contact person. Make sure that the default contact person information is available.
- Configure the company rep email address
- To enter the e-mail address for SAP Business One users, who want to be able to automatically request purchase quotations, from the SAP Business One Main Menu, choose Administration Setup General Users.
- In the Users – Setup window in the E-Mail field enter the e-mail address of the SAP Business One user.
3.2 The configuration in the Integration Framework
- Review the Package in the control section under Scenarios
Additional documentation is available by clicking on the “Docu” button for the scenario package.
Review the Setup of the Scenario to ensure proper Sender selection based on the current system
Information about the E-Mail Text in the Integration Framework
3.3 Test the full scenario
Create a new Purchase Quotation
In order to create the online RFQ request to the vendor make sure to check the “Create online Quotation” checkbox under the Logistics folder
A system alert is generated that notifies the user that an email with the link to the RFQ online form was sent
The Vendor will get a confirmation email with another link to update the information if needed.
An internal message will be shown in SAPB1 with a link to the updated Purchase Quotation
The following video outlines the main RFQ flow:
In future blogs I will describe how to modify the email templates as well as modify the online HTML page.
The Purchase Quotation will be updated accordingly