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Implement Global Percentage Bidding for External Service Procurement

Global percentage bidding is a different approach to the traditional methodology of determining whether a contractor should be awarded a contract through a bid. Basically, it cuts down the overall work of the purchasing department by creating a standard template for what the purchaser requires and then comparing that to the quotes submitted on a percentage-based basis, i.e. the contractors submit their bids as a percentage of the purchasing department estimate either above or below the estimate. In this article we will look at the configuration of the GDP environment.

 Step 1: Defining a Request

In order to define a request, we’re going to head to the SAP IMG and go to Materials Management -> Purchasing -> RFQ/Quotation and find the RFQ/Quotation heading, then click the Execute button next to the Define Document Types heading. This opens up a screen where we can see the documents pertinent to our GDP setup. We’re going to select the standard document type and click the Copy icon. This will open a new window that allows us to change details about our document type such as the Document Type Description, the internal number range (NoRgeInt) and the item number interval (ItInt). After we define all of these, we hit the Accept button in the top left corner of this screen. We are then presented with another screen that prompts us on whether we are going to copy dependent entries or not. The safest solution would be to click the Copy All button. We can simply remove the dependencies we don’t require at a later date. The next screen should show us the amount of dependent entries we have copied. Clicking the green check mark will take us back to our document types screen where we will see our copy populating the list. We should ensure that the GP Bid box is selected for our document type. To change the type for our copy, we are going to select our copy and in the left pane, open the Allowed Item Category. From here we’re going to click on the Link Purchase Requisition – Document Type link under the Allowed Item Category. The new window that opens up informs us of all the linked documents to our copied document type and we can add or remove them as we see fit. Hitting the Back icon takes us back to the Document Types base list. It is advised to save at this juncture using the save button in the toolbar. We now move onto defining the Price Determination Schema.

External Services Price Determination Schema Definitions

Our price determination schema is located under Materials Management -> External Service Management from the SAP IMG. We select External Service Management then choose Maintain Conditions for Services. Next we click the Conditions: Schema for Services heading. We now have access to the Schemas Overview screen, from which we will select the MS0000 (Performance Procedure) schema and hit the copy button. We can now edit the schema’s name and details to fit our needs. Once we’re finished with that and hit the check mark in the upper left corner, a familiar box will pop up asking if we want to copy dependent entries. We will answer Copy All since it’s easier to remove the entries we don’t want later. Once we finish that a window will confirm the amount of copied entries. We can now select our copied entry and choose the Control Data link on the left pane to get details. The window that opens will show all the standard objects highlighted already such as KZ01 (Header Surcharge), KR01 (Header Discount), PRS (Total Price), and PRSX (Total Price) with Access Sequence, but we may define our own if we so wish. The back icon will take us back to the Maintain Conditions window from where we will save. Now we have to assign our new schema to our new document type. We will select Variable Calculation Schema for Services header in the Maintain Conditions window. We will select the definition for Doc. Cat. (document category) A and copy it. In the copied entry, we are going to change the Doc. Type Descript. to the name of our created document type and the Proc. to the value of our new schema. We will now save.

 Creating a Request for GPB

Once we have a quote coming in for a particular job, we need to create a new request for GPB. To do this, we can run transaction code ME41 or follow the menu path: Logistics -> Materials Management -> Purchasing -> RFQ/Quotation -> Request for Quotation. In the window that opens, we are going to change the RFQ type to match the code of our created document type. We will fill out the pertinent details in the next screen and proceed to the Item Overview screen. The description of the service should be rendered in the Short Text column and required quantity should be updated in the RFQ quantity column. These are useful is installing a business cellular amplifier. The unit of measure should be outfitted in the O… column, and the proposed date for completion in the Deliv. Date column. Once we have outfitted the services, we are going to select one of them and hit the Service Specification tool. The RFQ Specs for Item Maintain screen should open. In here we can outline the unit costs for all of the components that may be required for this particular job detail. After we finish setting these things up, we are now going to assign the GPB to particular vendors for their bid. This is located under the Header->Vendor Address menu heading. At the displayed screen we are going to enter the Vendor Numbers and click Enter to populate the rest of the form. After this we will save what we’ve done so far.

 Maintaining Submitted Quotations

To do this we can either run transaction code ME47 or use menu entry Logistics -> Materials Management -> Purchasing -> RFQ/Quotation -> Quotation. From here we enter the vendor ID we want to maintain the quote for. It should bring up the vendor details for us to edit. We will enter the GPB document number in the RFQ field and it will allow us to access the vendor’s information regarding this particular job. From here we can edit the differences in price from the department estimated prices by selecting the item in the Service Specifications window and hitting GoTo->Conditions. Here we can adjust the amount value to reflect the difference between the estimated price and the quoted price of said item.

 Price Comparison with GPB

To perform a price comparison, we will run transaction code ME49 or use the menu to navigate to Logistics -> Materials Management -> Purchasing -> RFQ/Quotation -> Quotation. From here we will select the Price Comparison node to pull up the Price Comparison List window. We will fill out the Purchasing Organization field and the Collective RFQ field and ensure that Mean Value Quotation is selected in the bottom tab. After these are filled out we can hit the Execute button to bring up the Price Comparison List Analysis which ranks the contractor bids for each job we have created previously.

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