SAP Business One Purchase Quotation Presentation as presented at our LBSi SAP Business One User Group on October 11, 2011

1. Long Business Systems, Inc. (LBSi)
Management Software Solutions
We help businesses manage for success
Cleveland – Columbus – Cincinnati - Pittsburgh

2. Purchase Quotation
Agenda:
Store multiple Preferred Vendors in item master
Manual Purchase Quotation request
Purchase Quotation Generation Wizard
Purchase Quotation Comparison Report
Online Purchase Quotations

3. Authorizations
Review user authorizations
Purchasing – A/P
Open Items List
Go to: Administration > Initial Settings > Authorizations> General Authorizations

4. Document Settings
Allow copying Vendor Reference No. to Target Doc.
Copy vendor’s quote or reference number to Purchase Order
Go to: Administration > Initial Settings > Documents Settings > Per Document Tab

5. Multiple Preferred Vendors
Store multiple vendors per item
Set default vendor

6. Manual Purchase Quotation
Create Purchase Quotation document
Use Duplicate function for multiple vendor requests
Requests tied together thru Group No.
Go to: Main Menu > Purchasing A-P > Purchase Quotation

7. Purchase Quotation – Item Master
Create purchase quotation from item master record
Right click and select Create Purchase Quotation
Purchase Quotation Generation Wizard window opens

8. Purchase Quotation Generation Wizard
Use the Generation Wizard to guide you thru the process
Select the item(s) and quantities
Select preferred vendors
Preview results
Create documents
Review and send
Go to: Purchasing A-P > Purchase Quotation Generation Wizard

9. Record Vendor Prices
Update the Request for Quotation document with vendor prices
Find the Purchase Quotation and update the following fields:
Quoted Date
Quoted Qty
Unit Price
Additional Notes

10. Compare Purchase Quotation Results
Review results in Purchase Quotation Comparison Report
Right click and choose Purchase Quotation Comparison Report
from these windows to review specific records
Purchase Quotation document
Item master data record

11. Purchase Comparison Report
Access the Purchase Comparison Report
Enter the desired selection criteria
Click OK to run
Review results
Go to: Main Menu > Purchasing A-P > Purchasing Reports > Purchase Quotation
Comparison Report

12. Create Purchase Order
Create Purchase Order(s) from relevant Purchase Quotation document
Use “Copy to” function to create your PO and link the documents

13. Another view of results
Use the Relationship Map to view results from vendor quotations
Visual map of all related transactions from marketing documents
View these relationships

14. Online Purchase Quotations
New feature for vendors to respond to RFQ’s on-line
RFQ vendor website and integration available starting at 8.81 PL06
Here is the concept behind the process
o Create an email message to vendor contact telling them a quote is ready for them at a
website and the URL is provided.
o An SAP B1 internal Message and Alert is generated to let the user know a email was
sent to the vendor
o Vendor goes to that site and the RFQ lines are there for them to update, QTY, Price,
Currency, Delivery Date and comments hits OK to save the RFQ
o An SAP B1 Internal Message and Alert is generated to let the user know the RFQ has
been updated by the vendor

15. Thank you for taking time to participate in the SAP
Business One User Group Meeting.
Please take a few minutes to respond to our survey
and provide us with feedback and suggestions going
forward.
o We are always looking for new clients to work with. And we would like
to find more clients and partners like you – companies that are
engaged, smart, and focused on their future.
o Can you help us out by referring LBSi to someone who could benefit
from our services?

16. Next Meetings:
o Tuesday, Nov. 15, 2011
o Internal Reconciliations
o Tuesday, Dec. 13, 2011
o TBA – Give us your ideas

17. Long Business Systems, Inc. (LBSi)
Cleveland – Columbus – Cincinnati – Toledo - Pittsburgh – Philadelphia - Indianapolis
Contact Information:
Vicki Smith
Senior Consultant
email: vicki@lbsi.com
Phone: 440-846-8500 ext 22
www.lbsi.com