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Author's profile photo Ruthvik Chowdary

SAP S/4HANA Supplier Evaluation Steps

Dear SAP Friends,

Welcome to another interesting topic i.e., Supplier Evaluation Steps,

 

With continuation to my previous blog Overview of Supplier Evaluation

List of Apps Required

  1. Manage Purchasing Categories
  2. Supplier Evaluation Weighting and Scoring.
  3. Supplier Evaluation by Quality – Inspection Lot.
  4. Adjust Operational Supplier Evaluation Score.
  5. Manage Questions – Evaluation.
  6. Manage Templates – Evaluation app.
  7. Evaluate Suppliers app.
  8. Display Scorecards – Evaluation Questionnaire
  9. Monitor Responses – Evaluation

And roles required

Buyer

SAP_BR_BUYER

/SRMSMC/BG_SUP_EVAL_BUYSIDE

Buyer

SAP_BR_BUYER

Add additional role /SRMSMC/QUESTIONNAIRE_MANAGER

/SRMSMC/CATEGORY_MANAGER

in the backend system for S/4HANA only

Employee Procurement

SAP_BR_EMPLOYEE_PROCUREMENT

Add additional role /SRMSMC/EVALUATION_APPRAISER

in the backend system for S/4HANA only

Purchaser SAP_BR_PURCHASER

 

Open Manage Purchasing Categories

2.  Choose Create.
3.      In the General section, make the following entries:

–        Name : enter a name for the purchasing category, e.g. Test_PurchasingCategory

–        Purchaser Responsible : User ID

Assign Suppliers

 

  1. In the Suppliers section, choose Add Supplier
  2. And add required suppliers which you want to evaluate

Assign Team Employees

 

  1. In the Team section, Choose Add Employee, In the search help Add Employee, choose Go.

  1. In the search result list, select an employee and choose OK.

Assign Material Groups

 

  1. In the Material Groups section, choose Add Material Groups and enter following data in the dialogue box :

  1. Material Group ID: Choose as per requirement GO button.

 

  1. Choose Save.

 

Open Supplier Evaluation Weighting and Scoring

  1. Create new weighting and scoring, Choose Add to add new weighting and scoring for a specific purchasing category

In the GENERAL INFORMATION section, enter the following information:

Purchasing Category: <select a purchasing category from the dropdown list.

In the CRITERION section, check all the check box in the column Active, then enter the weighting value below:

Inspection Lot: <For example, 10%>

Quantity:<For example, 20%>

Time: <For example, 20%>

Price: <For example, 20%>

Questionnaire: <For example, 20%>

Quality Notification: <For example, 10%>

Adjust Quantity Scoring data

Select the entry Quantity.

Choose the field Quantity. Choose Edit.

Adjust the value of the Variance Percentage and Variance Score if necessary.

Save the data.

Open Manage Questions – Evaluation.

Go to the tab Sections and Select New to create several sections.

Enter the Section Details (at least the mandatory fields).

For easy identification purpose given both same values

Save the entries.

No Go to the tab Questions. And Select New to create several questions. Create at least one question for each question type.

They are 4 type of questions we can create as per requirement.

I select Yes / No with is easy 😛

Enter the Question Details. Ensure that some questions allow attachments and/or comments.

I have maintained Question Ariba and going to ask Supplier that whether he is using Ariba network or not along with that I have enabled comments to he can say version and any other if required

Score selected as Yes as correct answer

Choose Save.

 

Manage Questionnaires – Evaluation app.

Select Create.

Maintain new questionnaire by entering at least a questionnaire name, external name, sections and questions. Assign purchasing categories by choosing one of purchasing category from the dropdown list, then choose Add

Several purchasing categories can be assigned. Not only one

Now go to Questions tab and need to maintain overall target score & overall minimum score

To decide Pass or fail ?

Search for your previously created sections and questions.

Add questions of all types. Mark some questions as mandatory. For questions of type Yes/No, mark some of them as disqualifying and enter weighting factors.

If you have created questions of type Single Answer, maintain the scores and weighting factors.

Go to Language for external questionnaire Name and maintain previously created Question Name which you maintained in Basic Data Tab

Save the entries. & Select Release.

Manage Templates – Evaluation app

Choose Create button. Maintain the new group-based evaluation template by entering at least a name, an external name, an appraiser (for example: employee_procurement) and a supplier and by assigning your previously created evaluation questionnaire.

Go to Appraiser Tab Ensure that you add an appraiser for which you have a user with a maintained e-mail address.

Go to Supplier Peer group and select Suppliers for whom this template need to be assigned

Go to Questionnaire Tab. And add score information and at least one questionnaire created previously.

Go to Communication with Appraisers tab and maintain template name

Save the entries. And Choose the Release button to release the group-based evaluation template.

After released Choose Start Group-Based Evaluation.

Maintain the group-based evaluation request by entering at least an Evaluation Request Name and a Period to Be Evaluated.

Choose Submit Evaluation Request.

Evaluate Suppliers app.

Select the corresponding evaluation response with status New which has the same name as your group-based evaluation request.

Answer the questions.

This is how question paper looks once all the above steps done properly means

Once Answered all the questions Save your changes and Choose Submit.

That’s it completed Passed ?

Open Display Scorecards – Evaluation Questionnaires app.

 

Find the corresponding group-based evaluation response in the list and check the status.

Drill down into details of sections and questions.

Open Supplier Evolution by Questionnaire App it’s a Report

We can see beauty of Fiori Analytical reports as below

In this way,  we can evaluate suppliers without any business use or copy of data

Also, refer to https://blogs.sap.com/2020/02/11/supplier-evaluation-steps/ to see demo video of supplier evaluation

 

Please share, Like and Comment anything else you want to share or add points.

Thanks & Regards

Ruthvik Chowdary

SME – S/4HANA Logistics

SAP Ariba P2P

Assigned tags

      38 Comments
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      Author's profile photo Sai Krishna Vallurupalli
      Sai Krishna Vallurupalli

      Thank you very much for the detailed information

      Author's profile photo Ruthvik Chowdary
      Ruthvik Chowdary
      Blog Post Author

      Glad you liked my article

      Author's profile photo Hung Cao Dang
      Hung Cao Dang

      Very nice blog, since Purchasing Category is an evaluation method in S/4HANA there are some features about it that i would like to share too, for example “Supplier Display” in relate to Purchasing Category something call Supplier “Classification and Segmentation”. Since Supplier Evaluation is part of supplier management. I would suggest viewers can dig into Classification and Segmentation as well.

      Purchasing Category is more than just a category so that you apply for Questionnaire Evaluaiton in S/4, since there is category you classify different type of purchasing categories, for example exepense: Services, Indirect materials, Offfices Supplies, …

      One typical examples can be used on above of materials procurement which can be seen as External IT maintainence Services, Shipping Agent/Forwarder, External Consulting within the company. With Purchasing Category there is Planned budget can bet set for the category, monitoring and evaluating suppliers can be done through Category as well. Transparency is brought to light with Classification and evaluation in S/4HANA.

      Thanks,

      Author's profile photo venu gopal
      venu gopal

      Hello Rithvik,

       

      Keep it up, very nice document..

      Author's profile photo Ruthvik Chowdary
      Ruthvik Chowdary
      Blog Post Author

      Thank you Venu gopal

      Author's profile photo Mohammad Ayaz Siddiqui
      Mohammad Ayaz Siddiqui

      Hi Hung Cao,

       

      The screenshot that you have provided are interesting and would be helpful to my client. But I am unable to find the app where this screen is displayed. So,

      1. can you let me know the app name from which you provided the screenshots?
      2. are there any prerequisite to access these tabs? like setting up of purchasing categories or setting up the supplier evaluaiton?

       

      regards,

      Ayaz

      Author's profile photo Ruthvik Chowdary
      Ruthvik Chowdary
      Blog Post Author

      sorry i didnt get you can you be more specific

      Author's profile photo Hung Cao Dang
      Hung Cao Dang

      Mohammad Ayaz Siddiqui 

      Hi Mohammad,

      1. The app name is called “display supplier” you can find it with a business role SAP_BR_BUYER , it is a SRM inherited app for strategic buyer.
      2.  Yes there are some setting and configuration which need to be performed so that you can access these tabs which can be found in note 2224695.

      I hope it is helpful, sorry for late reply!

       

      Hung,

       

      Author's profile photo Sachin Pansare
      Sachin Pansare
      Thanks for this info. I am curious to know if we can add additional client-specific fields to the scorecard section. Also, if the scorecard information can be reported using any standard report or using any analytical query.
      Appreciate your inputs on this.
      thanks,
      Sachin
      Author's profile photo Hung Cao Dang
      Hung Cao Dang

      Sachin Pansare

      Hello Sachin,

      Yes, i do believe with technical help, you can add some specific fields to the scorecard.

      there are apps called: Supplier Evaluation by questionnaire,... which you can display your evaluation by visualized charts and scores there you can find!

       

      thanks,

       

      Hung,

      Author's profile photo Francesco Fuiano
      Francesco Fuiano

      App Evaluate Supplier aim is to give Supplier the possibility to answer questions or it has to be an internal user to give answers?

      If supplier can use this app directly, does he/she need an SAP user ID with license?

      Author's profile photo Ruthvik Chowdary
      Ruthvik Chowdary
      Blog Post Author

      Evaluate Supplier app aim is to give access to the supplier if that's not possible on behalf of him we will update the questions

      in order to provide access to supplier Basis team will generate a web dispatcher by using it supplier will access it doesn't require SAP User ID with License  just for security reasons will keep a login required

      Author's profile photo Mustafa Abbas
      Mustafa Abbas

      Great Topic, thanks for your effort.

      I have doubts about “quantity, time, price” criterion. how can we evaluate this.! manually like a questionnaire or automatically like classic vendor evaluation?

      what did you mean by regular evaluations and soft-facts?

      Author's profile photo Ruthvik Chowdary
      Ruthvik Chowdary
      Blog Post Author

      Hi Mustafa Abbas

      quantity, time, price are calculated automatically based on the GRN time and Logistics info.

      Soft Facts are like social responsibility

      Author's profile photo Thomas Mader
      Thomas Mader

      Hi,

      Thanks for the detailed description. Is there an additional licence for these functions necessary?

      BR
      Thomas

      Author's profile photo Ruthvik Chowdary
      Ruthvik Chowdary
      Blog Post Author

      Hi Thomas Mader

      It comes with standard S/4HANA only no extra licence is required

      Author's profile photo Saiteja Joginapally
      Saiteja Joginapally

      Hi Ruthvik,

      Thank you very much for such a detailed blog. I've understood how the Questionnaire part of the evaluation works, but I am unable to find a source to study and understand how to use and activate the operational side of the supplier evaluation. Are there any specific steps that we have to perform in order to configure the same?

      Thank you in advance for your support.

       

      Regards,

      Sai Teja Joginapally

       

       

       

      Author's profile photo Ruthvik Chowdary
      Ruthvik Chowdary
      Blog Post Author

      the operational side of the supplier evaluation system takes automatically based on Quality, Time and Logistics information

      Author's profile photo Ariadna Guerrero
      Ariadna Guerrero

      Hello Rithvik,

      Thanks for this info, was very useful but I have an issue in point 6 "Manage Templates – Evaluation app" when I choose "Submit Evaluation Request" the system display the following error message "Select at least one lenguaje"

      You can help me?

      Regards,

      Author's profile photo Ruthvik Chowdary
      Ruthvik Chowdary
      Blog Post Author

      Hi Ariadna Guerrero

      Once check-in Questionnaires tab or in the assignment tab language is missing

      Author's profile photo Jan-Philip Becker
      Jan-Philip Becker

      Hi Ariadna,

      did you manage to solve this error already? I was stumbling over the same issue. And I did add a language in advance during the creation of a Questionnaire...

       

      Best

      Jan

      Author's profile photo ertan oeztas
      ertan oeztas

      Hi Ariadna,

      we are facing the same issue. Could you find a solution?

      I look forward to your reply.

      Best Regards,

      Ertan

      Author's profile photo Jorge Sahione
      Jorge Sahione

      Hi Rithvik,

      Thanks for this info,

      With the aim to complete the initial loading : 1)  purchasing categories and 2)  the relation between supplier and its relevant purchasing categories on S/4 HANA .

      The manual loading would be costly because purchasing categories and suppliers are about fifty thousand.

      Does anyone knows a standard solution for this?

      You can help me?

      Regards,

      Author's profile photo Ruthvik Chowdary
      Ruthvik Chowdary
      Blog Post Author

      Hi Jorge Sahione

      As of now, there is no option to make it simple as you said its manual talk only

      Author's profile photo Carlo Scampini
      Carlo Scampini

      hi gurus,

      Thanks for this info, was very useful, but I have an issue concerning the distribution list of the evaluation request form. In my solution:

      • the appraiser are the buyers (purchasing group)
      • the purchasing category include all the suppliers related to a specific material group (assigned to purchasing category).

      My request is to restrict the distribution of the evaluation request only to appraiser (purchasing group) and only for suppliers that have delivered goods in the evaluation period.

      At the moment, i must restrict the distribution list manually. There is some solution that does it automatically?

      someone can help me?

      Regards.

      Carlo

      Author's profile photo Ruthvik Chowdary
      Ruthvik Chowdary
      Blog Post Author

      At the moment there is no automatic process to address your requirement

      Author's profile photo Oscar Duque
      Oscar Duque
      Dear
      Ruthvik Chowdary,
      
      I am implementing the supplier evaluation but I am presenting this problem, can you help me solve it?
      
      
      
      Author's profile photo Ruthvik Chowdary
      Ruthvik Chowdary
      Blog Post Author

      Dear Oscar Duque

      Respective USER ID is not authorized to do Supplier Evaluation once Assign required Roles and assign Purchaser Roll

      Author's profile photo Oscar Duque
      Oscar Duque

      Thanks for answering, make the assignment of the roles.
      Please tell me how assign Purchaser Roll

      Author's profile photo Ruthvik Chowdary
      Ruthvik Chowdary
      Blog Post Author

      One way is to create Employee as BP and assign roles
      Employee as a Business Partner and Synchronization with HCM Data | SAP Blogs

      another way is please check with your Security team to assign roles to the User ID

      Author's profile photo Anke Roekaerts
      Anke Roekaerts

      Dear Ruthvik,

      I thoroughly enjoyed the video, alas, as Ariadna & Jan-Philip above I run into the issue where it says' select language' when preparing a questionnaire which leaves me unable to proceed.

      Can you please elaborate your answer as the solution you mention here is not clear to me?

       

      Thank you for taking care and sharing your knowledge.

      Kind regards,

      Anke

      Author's profile photo Ruthvik Chowdary
      Ruthvik Chowdary
      Blog Post Author
      Anke Roekaerts we need to configure the Language which switching to Supplier evaluation please open that error it will guide you where to maintain language
      Author's profile photo Bhumika dodia
      Bhumika dodia

      Hi

      I am trying to create Purchase Category.

      But showing me an error  like ' you  have entered the target languages for translation  incorrectly'.

      I applied status of translation as 'To be translated'. Actually i have tried all options , but error is same

       

      please help me out.

       

      Author's profile photo Bhumika dodia
      Bhumika dodia

      Hi

      I am trying to create Purchase Category.

      But showing me an error  like ' you  have entered the target languages for translation  incorrectly'.

      I applied status of translation as 'To be translated'. Actually i have tried all options , but error is same

       

      please help me out.

       

      Author's profile photo ratana pouy
      ratana pouy

      i thought that you select incorrect language. Original Language is English, that's why in Language column should be other language, not English.

      Author's profile photo Ruthvik Chowdary
      Ruthvik Chowdary
      Blog Post Author

      Yes that's true ratana pouy

      Please try with another language because both can be the same Bhumika dodia 

      Author's profile photo Bhumika dodia
      Bhumika dodia

      Hi Rutvik,

      I have save Purchase Category with entering one supplier details.

      also added Weighting and its variance percentage.

      Now ,i don' t want to go with Questionnaires , so i am not entering Mange Questions ... all these.

       

      So by only adding variance percentage , can I evaluate supplier or Not ?

       

      Please revert .

       

      Bhumika

       

      Author's profile photo Ruthvik Chowdary
      Ruthvik Chowdary
      Blog Post Author

      Yes you can based on operations data evaluation will happen Quantity, Quality, Price, etc