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Author's profile photo Mordechai Moshin

Request For Quotation (RFQ) with SAP Business One

Content

  1. Overview
  2. How to install
  3. How to configure, activate and test

 

1. Overview

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

  1. 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.
  2. 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

  1.  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

 

Assigned tags

      18 Comments
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      Author's profile photo Alfonso Tepetate Cruz
      Alfonso Tepetate Cruz

       

      Dear,

      I try to configure the RFQ in SAP Business One 9.2 pl11, on this patch level the scenario sap.B1RFQ is 2.1.2 but I can't manage to configure send mail.

      I test from Configuration Connectivity with a gmail account
      using this settings SMTP Protocol for Sending E-Mails : SMTP / SMTP Server for Sending E-Mails: smtp.gmail.com / SMTP Port for Sending E-Mails: 587 / SMTP User for Sending E-Mails: mye-mail@gmail.com / SMTP Password for Sending E-Mails: mypassword-email / when i do the test I set the Sender E-Mail Address and Receiver E-Mail Address but the e-mail not sent.

      Any suggestions?

      Bests regards!!

      Author's profile photo Mordechai (Moty) Moshin
      Mordechai (Moty) Moshin
      Blog Post Author

      Hello Alfonso,

      It should work with gmail. You will have to make sure that you selected TLS for the SMTP protocol with port 587 and your appropriate credentials for the gmail account. Also, make sure google is not blocking the connection by checking the gmail account security alerts.

      HTH,

      Moty

      Author's profile photo Suporte Ramo
      Suporte Ramo

      Hi Mordechai (Moty) Moshin,

       

      Did u know some reason to Integration Framework dont receive the events ?

      Author's profile photo Everton Weschenfelder
      Everton Weschenfelder

      Dear Moty,

      The reason Integration don’t receive the events is that no branchs are assigned to b1i user into SAP B1. Within SAP b1, b1i user must have branch assingned.

       

      Author's profile photo Décio Fernando Mattei
      Décio Fernando Mattei

      Hi,

      I did the RFQ setup, this function is ok. But, the link in the email is pointing to localhost, what do I need to do to direct to external link?

      Best Regards, thank you

      Author's profile photo Everton Weschenfelder
      Everton Weschenfelder

      Decio,

      You can configure external address on the field "External Address" on Table Editor window, as you can see on print screen below.

      Author's profile photo Gonzalo Gómez González
      Gonzalo Gómez González

      It´s ok.

      But, the supplier receive a link that not works from outside....

      ¿where can i configure the external access for this link?

      Author's profile photo Miguel Iturrizaga Saldivar
      Miguel Iturrizaga Saldivar

      Hi Moty Moshin,

       

      All Works fine but after the vendor update the information, the internal message is not showing. The final step: "An internal message will be shown in SAPB1 with a link to the updated Purchase Quotation" is not happening.

      Any suggestions?

       

      Author's profile photo Everton Weschenfelder
      Everton Weschenfelder

      Dear Miguel,

      You have to assign a branch into b1i user within SAP Business One.

      Author's profile photo Gonzalo Gómez González
      Gonzalo Gómez González

      Hi Miguel....

      ¿How can i configure the external access for my suplliers?

      Author's profile photo Everton Weschenfelder
      Everton Weschenfelder

      Gonzalo,

      In this window...

      Author's profile photo Zeeshan Akbar
      Zeeshan Akbar

      The external Address columns are not showing what could be the reason ?

      Author's profile photo Paulo Sergio da Silva Junior
      Paulo Sergio da Silva Junior

      I have configured everything, the whole process is working fine, but I've noticed Quotations with more than one item only show the first item in the browser page. I have checked the XML that B1if generated and all items are there, has anyone ever seen this problem?

      Author's profile photo Zeeshan Akbar
      Zeeshan Akbar

      Did you find the solution to this i am facing the same issue ?

      Author's profile photo Gustavo Iriarte
      Gustavo Iriarte

      Hi Moty,

       

      FYI... my team followed the instructions and it is working as expected.

      Thank you for the note.

      Gus

      Author's profile photo Thomas Brandler
      Thomas Brandler

      Hi all,

      I have a question: We really need to show our vendors the Manufacturer (FirmCode) and Manufacturer number (SuppCatNum) instead of our internal ItemCode. How can I change out these values? I could replace ItemCode with SuppCat Num and would Like to add the Manufacturer.

      Any help greatly appreciated!!

      Author's profile photo Rodrigo Martins
      Rodrigo Martins

      É possível o fornecedor ao receber o link, também, incluir na linha do item o % dos impostos, exemplo %IPI, %ICMS, %PIS, %CONFINS

      Author's profile photo Kartik kiran parikh
      Kartik kiran parikh

      Thank you for the detailed explanation.

       

      I have user fields in the SAP b1 9.3 that needs to be included in the quotations for the suppliers to include these informations for a correct analysis of quotations.

      How can I included User fields on the online html form?