Buying Portal Catalogues are part of our prucure-to-pay suite that enables your business to find the right buying channel

Buying Portal | Documents

Create your company standard Purchasing Process from document templates

Company standard Purchasing Documents

Buying Portal let's your business create purchasing documents from automatically pre-filled document templates.

For Business

Business Stakeholders can create Purchasing Documents from pre-filled document templates. They can conveniently choose for templates designed specifically for the catalog that were created for them by the Purchasing Department
In the buying portal vendors can upload documents such as agreements, specifications or signed NDA's

For Vendors

Vendors can negotiate agreements, upload design specifications and work together with you as their customer. Vendors can also bid on public or private auctions or interact with your business stakeholders about the requirements through the Vendor Portal
Buying portal let's the purchasing manage document templates that the business stakeholders can select and use.

For Buyers

Purchasing Departments can select processes they want to use for specific buying scenario's or create new processes or sub-processes. All of these processes have status tracking so your Purchasing Department never looses time or control
Buying portal let's you integrate your business documents with SAP Purchasing documents such as Purchase orders, contracts, Purchase requisitions .

For IT Department

IT Departments can leave their existing SAP Purchasing Processes in tact. All documents created in the portal can be mapped to the SAP document flow including approvals. However approval flows can also be built in the Buying Portal

Company standard purchasing process and documents

A request for quotation (RFQ) is a business process in which a company or public entity requests a quote from a supplier for the purchase of specific products or services. RFQ generally means the same thing as Call for bids (CFB) and invitation for bid. In the Buying Portal you can set up templates for these processes. The purchasing officer can decide if the RFQ process should be public (RFB) or private, selecting one or more Vendors to engage in an quotation process.

A RFQ typically involves more than the price per item and can be product-group or service group specific. Information like payment terms, quality level per item or contract length may be requested during the bidding process. Documents can be attached and communicated about through the vendor Portal.

A request for proposal (RFP) is a document that solicits proposal, often made through a bidding process, by an agency or company interested in procurement of a commodity, service, or valuable asset, to potential suppliers to submit business proposals. It is submitted early in the procurement cycle, either at the preliminary study, or procurement stage.

A RFP is used where the request requires technical expertise, specialized capability, or where the product or service being requested does not yet exist, and the proposal may require research and development to create whatever is being requested.

The RFP presents preliminary requirements for the commodity or service, and may dictate to varying degrees the exact structure and format of the supplier's response. Effective RFP's typically reflect the strategy and short/long-term business objectives, providing detailed insight upon which suppliers will be able to offer a matching perspective.

An invitation to tender (ITT), otherwise known as a call for bids or a request for tenders is a formal, structured procedure for generating competing offers from different potential suppliers or contractors looking to obtain an award of business activity in works, supply, or service contracts, often from companies who have been previously assessed for suitability by means of a supplier questionnaire (SQ) or pre-qualification questionnaire (PQQ). You can find, and engage with potential Vendors through your social network preselect them and invite to join your Vendor Network through the Vendor Portal.

Purchasing documents

Create Request for quotation or proposal templates, invite Vendors, interact with Vendors, short-list and grant.
Keep versions of Quotations in the buying portal before adding them to SAP. Select and save the quotation to SAP.
Create Purchase orders directly from a quotation or proposal, from integrated SAP data or directly from your signed and stored offers in the buying portal
Negotiate and Create Contracts through the Vendor portal, invite and involve subjecta matter experts for legal, service or product consultancy.

Call of products or services directly from a catalog scheduling agreement. Simplify and speed up the purchasing process for your business stakeholders.

Request for Proposal or Quotation to a vendor 

  • Informs suppliers that an organization is looking to procure and encourages them to make their best effort.
  • Requires the company to specify what it proposes to purchase. If the requirements analysis has been prepared properly, it can be incorporated quite easily into the Request document.
  • Alerts suppliers that the selection process is competitive.
  • Allows for wide distribution and response.
  • Ensures that suppliers respond factually to the identified requirements.
  • Is generally expected to follow a structured evaluation and selection procedure, so that an organization can demonstrate impartiality - a crucial factor in public sector procurement.