Multiple Enquiries RFX (ZMER) without adopting PR

RFx Creation Process:

Enter into the SRM

Access the link

http://srmepqa.hec.mahagenco.in:50000/irj/portalusing

Enter the User id and password.

Provide Username and password

And click on Enter.

SRM screen will open and it diplays like…………

Here we have three wizards, There click on Purchasing.

And click on the “Sourcing” option on the left.

After click on sourcing option it Should display the list of queries under “Active Queries”.

Click on “RFx” under the “Create Documents” option

After click on “RFx”, It display the list of “RFx type”

Select the RFx type "ZMER - Multiple Enquiry" from the list.

Then Click on “Continue”

After click on Continue it will displays a new Window with “RFx Number” and “Status” like.
Then Click on Header Level at "RFx Information" tab > "RFx parameters" subtab

There we can mention the all details at “Name ,Select Formula ,Submission Deadline and Bid
Opening Date and Time and End of Bidding Date”

At Header Level Click on the "Items" tab. All fields should be a blank like “Item type, Product ID and
Quantity”.
Select the item type as "Material".

For "Product Id" Use the Search icon after that it displays a new window as like search criteria,
there we can see "Product Id" option. There we will maintain a material number and press Enter key.

And the material description Populates in the "Description" field

Enter the "Quantity" as per requirement.

Select the line item and click "Details".

It Could display in the following tab:

- Item Data

- Questions

- Notes and Attachments

- Subcontracting
At Header Level click on the “Notes and Attachments”. There we can see Add Attachment click on
that.

After Click on add attachments, It Open’s a new window will Displays like…..

Here we can add Document using browse option. Then click on ok.
After click on OK. It will show’s added attachment.

By Default it shows Checked option for “Visible internally only”. Now we can uncheck the box
“Visible internally only” for the attached document to be visible to the supplier.

We can use for Bidder using this process (or) else, In Items tab we have Program ID option there we
are searching material number and gives Enter, based on that supplier will be directly Replicated to
Bidder tab also.

Click on the "Bidder’s" tab.

However, to add bidders, click on “Search for Bidders” and click “From Internal directory” from the
list.
Search for the bidder, using various search options.

Example: Search using “Company Name 1”- *Test* and click “Search”.

Click on the box next to "TEST SUPPLIER5". Click “Add selected Bidders”.

Bidder "test supplier2" selected and added to the list in the "Bidders" tab.
Click on the "Approval" tab.

“Approval” tab should display the list of approvers who will be approving the RFx.

Click on the "Tracking" tab.

It display’s the PR number as "Back-end Document number".

Click on the "Permissions" button on the top.

After Click on Permissions details Should open in a new window.

Click "Add"

Enter "User name" What you used for SRM login

Click on Search

and click "Transfer". It will added to the "User Permission Assignment" list, there we can enable the
price operator option.

Finally click on Save.

After Click on Save. It will show’s like Permission Updated Successfully.

Again click “check” button on the top

Note: System message in yellow is a warning and you will be able to proceed. Error message is in red
hard to stop error and you will need to correct it, in order to proceed with the RFx.

Save the File for Future Reference.

It show’s like RFx is saved Successfully.

Then click on Edit.

Click on “Publish”.

It Show’s RFx is Published.

Note: Once the RFx is publised from the Purchaser's end, it will go through approval process.

Close the RFx Window.

Click on the “Purchasing” folder. And click on the “Sourcing” option on the left.

“Refresh” There we can see the Status of our RFx Number is “Awaiting Approval”

RFx Approval Process:

Based Up on Approval Tab>Header>Processor we can Approve all hierarchy’s For RFx to get
RFx Response.
Access the link:

http://srmepqa.hec.mahagenco.in:50000/irj/portal

Enter the User id and password

It will open a new window like This. Here click on Home.

Click on “Home” folder. Go to the "Work Overview" tab on the left.

Should display the list of Work items.

Click on Refresh.

Click on the RFx Number. It will open a New window.

View the details of the RFx and click on “Approve”.

After Click on Approve, It Shows RFx was approved.

Repeat the same approval steps for the following approvers:

- TEASE

- TEADY

- TEAAD

- TEACE

Note: Once the RFx is approved at all the levels, it is published to the suppliers
Change RFX Response:
Enter into the SRM using : http://srmepqa.hec.mahagenco.in:50000/irj/portal

Provide Username and password

And click on Enter.

Then Click on Purchasing Folder.

Click on sourcing option at left side and Give the RFx number and Refresh It displays like this
window.

Here we can see the Status of RFx is “Published”.

Create RFx Response:
Access the link

http://srmepqa.hec.mahagenco.in:50000/irj/portal

Enter the User id and password.

It opens a New window

Then click on RFx and Auction Folder.

It Should display the list of RFx.

Click "Refresh"

Click on our RFx number

It displayed in a new window.

Click on "Participate".
It display a system message "You have been registered.You will be informed of RFx changes”

At Header Level click on "Notes and Attachments".

Click on the "Item" tab.

Select the line item and click on Details.

It Should be able to view the relevant fields to enter Price and SGST and CGST details.

Enter Price and The SGST and CGST Percentage values Then click on enter it will be automatically
calculated in Rupees and displays in the below fields:
Then Click on "Create Response".

After click on “Create Response”

It will Generate a RFx Response Number.

System message displayed,

Caution: Please ensure the correct taxation figures, else the bid will be disqualified

Then Close the RFx response window.

Click on "Refresh" It will shows the Response Status is Submitted.

And the RFx response number should be updated in the "Response Number" field.

The "Event version" column should display the RFx reponse version. RFx is published with version 1.

The "Response Version" column should displays the RFx response version. RFx response is created
with version 1.

Check statistics:
Access the link
http://srmepqa.hec.mahagenco.in:50000/irj/portal
Then Click on Purchasing Folder.

Click on sourcing option at left side and Give the RFx number and Refresh It displays like this
window.

Here we can see the Status of RFx is “Published”.

And the "Responses" column display the number of RFx response submitted 1.

Then click on the RFx number it will generate RFx Response number in Tracking Tab.
Price Bid Opening:
Access the link

http://srmepqa.hec.mahagenco.in:50000/irj/portal

Enter the User id and password

click on “Advanced Search".

It opens a new window.

Select "RFx" in the "Search" field.

Enter the RFx number and click on "Search" next to the Number field.

RFx number opens in a new window.

Once the Price RFx response time is reached, click on "Refresh"

Then Click on "Initiate Price RFx response opening"

Enter the password and click “Approve”.

It Shows Approval Successful.

Then Click on “Open Price RFx Response”.

Enter the password and click “Approve”.

It Shows "User Approval Successful".

Bid Comparison:
Click on the “Purchasing” tab
Then click on “Sourcing” option
Click on the RFx Number, It open a new window.

Then Click on the “Responses and Awards”

It opens a new window,

there is an option like Response Comparison.

Click on “Response comparison" tab

It Display the response Number from the bidder.

And click on “Compare all responses”

After that Click on “Download Response comparison”

Save the file on the desktop for Review.

Awarding a bid and PO Creation:
Access the link
http://srmepqa.hec.mahagenco.in:50000/irj/portal
Enter the User id and password

Click on the RFx page, click on the "Responses and Awards" page.
Click on the RFx response number on the "Response Activity" tab.

It Opens the RFx response in a new window.

And Click on "Edit"

It display’s Accept and Reject button.

Click on "Accept".

It shows RFx response accepted.

Click “Refresh”.

It displays Create Purchase order Option.

Then Click on "Create Purchase Order".

PO Process:
It Opens a New Window

Select "ZLE Multiple Enquiry PO"

Click on "CreatePurchase Order"

Once Click on "Create Purchase Order" it will Generate a PO Number.

Click on the "Tracking" tab.

Then Click on the Purchase Order number.

Click on "Edit".

Use the search button next to the below fields and select the appropriate data of

Requestor

Recipient

Location

Ship to address
And provide Corresponding Details of
Requestor

Recipient

Location

Ship to address

Got to the "Header" tab > General data

Enter the "DOP clause", "Release Group" and “Stored Location”.

Go to the “Item tab”.

Select the line item and click on Details.

In Item tab.

Go to the "Account Assignment" tab

Click on That Item Number.

It display’s the fields to enter the Account Assignment Details.

And Enter the account assignment details.

Go to the "Related Documents" tab.

In the Document tab, the below options should be checked

Purchase Order Response

Shipping Notification

Invoice Expected

Goods Receipt / Confirmation of Performance of Service

Confirmation-Based Invoice Verification

Click on "Order".

It displays PO is submitted and Awaiting for approval process.

PO Approval Process:
Now we can Approve all the Hierarchy’s in Approval Tab.

Access the link

http://srmepqa.hec.mahagenco.in:50000/irj/portal

Enter the User id and password.

Click on “Home” folder.

Click on "Work Overview" tab on the left.

Click on the Refresh icon.

It displays the list of Work items for Approval.

Click on our generated PO Number.

View the details of the PO and click on “Approve”.

PO is Approved

Repeat the same approval steps for the following approvers:

- TEASE

- TEADY

- TEAAD

- TEACE

Note: Once the RFx is approved at all the levels, it is published to the suppliers
PO change process:
Access the link

http://srmepqa.hec.mahagenco.in:50000/irj/portal

Enter the User id and password.

Go to the "Purchasing" tab

There Displays the PO list.

Click on the PO number

Click on "Edit".

Click on Approval Tab.

There It Displays the system message that any changes to the document will restart the Approval
Workflow.
Creation of Purchase Order:
Login to SUS.
Link: http://srmepqa.hec.mahagenco.in:50000/irj/portal
Enter User name and Password.

It Displays a New window.

Here, Click on the "Purchase Order" folder.

Click on the Purchase order number.

Then click on "Process".

Add Comments in the “Message to Purchaser” field.

"Test Purchase order Response"

Check there “Confirmed Quantity” and “Confirmed Delivery date”

Then Click on “Confirm All items”

Then click on “Send”.

Should display system message upon POR Adopted successfully.

Confirm Purchase Order Response by the Purchaser:
Access the link
http://srmepqa.hec.mahagenco.in:50000/irj/portal
Enter the User id and password.

Click on the “Purchasing” folder

And then go to the Purchasing option on the left.

Click on Refresh.

Search for PO number.

Then Click on the “Purchase Order Number”.

Click on the “Tracking" tab.

It displays the POR number.

Click on the “Purchase Order response number”.

Click on “Confirm Response”.

It Displays system message, "Purchase Order response, was created and all items were accepted"

ASN Creation:
Login to SUS.

Link: http://srmepqa.hec.mahagenco.in:50000/irj/portal

Enter User name and Password.

Click on the "Purchase Order" folder.

It displays the list of Purchase Orders.

Click on the “Purchase order number”.

Click on "Create ASN"

Update the required details of ASN

Means of Transportation

Transportation ID code

Bill of Lading

Enter the Quantity.

Then Click on “Propose Outstanding quantities”.

click “Goods Delivered to Recipient”.

Then it displays like "Your changes have been adopted successfully"

Click on ECC Quality System.

Login to ECC.
Go to T-code ME23N > Enter.

Click on that Option.

Enter PO number:

It Display PO Details.

Go to the “Confirmation tab” at the “item level”.

There ASN number should be updated successfully.

Create Conformation in SRM:
Login to SRM.
Link: http://srmepqa.hec.mahagenco.in:50000/irj/portal
Enter User name and Password.

Click on the “Purchasing” folder

And then go to the “Purchasing” option on the left.

click on “Confirmation” option under the "Active Queries"' section.

Then Click on “Create Conformation”.

Enter the Purchase Order number and click on "Search".

It displays the PO number in the Search result.

Select the PO by clicking on the box next to the PO number and click "Continue"
Enter the “Confirmation name” and “Reference Document” in the Overview tab.

In the Header tab,

Enter the “Material Received on”, “Challan Date”, “Bill of Lading”, “Weight” and “Material received
at” fields
Enter the details.

Finally Update the quantity in the "Confirm Quantity" in the "Overview" tab.
Click “Confirm

Click "Yes".
Quality Inspection process:
Click on ECC Quality System.

Enter user name and Password.

Go to T-code ME23N > Enter.

Click on that Option.

Enter PO number:

It Display PO Details.
Click on Purchase Order History.

It Displays Goods receipt Number.

Click on the GR number.

Go to ‘Quantity’ screen and click on ‘InspLot’.

Select the Inspect Lot Number.

Go to T-code: QA32.

Input the Inspection Lot Number and Execute.

Click ok That Option.

Click on the Inspection lot folder

Double click on the "Inspection lot" in the folder.

Enter the Inspection lot number in the relevant field and Execute.
Click on “Results”

Update the results for all line items

Example: Update the result as "OK OK"

Click the select all icon and click on the lock icon.
In the decision box, select "Accept" for all the four records

Click Save > Refresh

Click on the Refresh icon. Click on Usage Decision(UD).

Enter quantity

Change the UD code to “ACC”

Click Save > Refresh

VENDOUR CLASSIFICATIONS:
Log to ECQ 300

Go to T-code: XK02.

Enter the supplier number and Company code.

Select one option from the General data.

Then Execute.

Select “Environment”

Click on “Classification”.

Use the type is 010

Then click on “Correct” option.

Enter Class as “ZSUS_VENDORS”.

Transfer confirmation to SUS

Go to T-code:SE38

Input Program ‘ZRPODDELVRY’ and execute.

After Execute, It displays a New Window.

Input Required details

- Logical System: SRQCLNT210

- Vendor Class Type: 010

- Vendor Class: ZSUS_VENDORS

- Purchasing Doc Type: ZOTP

- Movement Type: 321

After Given all details, Initially Run with ‘Test’ mode.

Then test the program with same details using ‘Send IDOCs’ mode.
IDOC TEST RUN:

Go to T-code: WE02
Select the Outbound IDOC 'STPPOD' to check the status.

03 Status posted with successfully.

Details of IDOC.
Accept the GR - Bidder process:
Login to SUS.

Link: http://srmepqa.hec.mahagenco.in:50000/irj/portal

Enter User name and Password.

It displays a New Window.

Click on the "Notifications from Purchaser" folder.

Should display GR Number.

Click “Accept”
Invoice Creation:
Login to SUS.

Link: http://srmepqa.hec.mahagenco.in:50000/irj/portal

Enter User name and Password

It displays a New Window

Here, Click on the "Notifications from Purchaser" folder

Click on the GR number

Click "Create Invoice"

Go to the “Invoices and Credit memos” folder

to see the invoice created

Click on “Process” to submit the invoice.

Then Click on Send.

Go to PO screen

Login to SRM.

Link: http://srmepqa.hec.mahagenco.in:50000/irj/portal

Enter User name and Password.

Tracking tab.

ECC is updated with the invoice details.

In the "Purchase Order History" tab in the item level

“End of the Document”