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 RFX in purchasing – source smarter, optimize flexibly

FUTURA Smart is a powerful purchasing and procurement solution for optimizing and automating e-sourcing processes. With structured, RFX-based processes, you can optimize your procurement - regardless of the type of requirements, volume or complexity. This brings transparency to operational purchasing, creates valuable scope for strategic tasks and achieves better conditions and prices through increased competition.

Better decisions – from market analysis to closing the deal

FUTURA Smart simplifies and optimizes the entire RFX sourcing process by automating manual tasks and seamlessly integrating into the SAP system - regardless of the size or complexity of the procurement projects. The various RFX processes can be combined with each other as efficient tools in operational and strategic tendering processes. 

Explore – RFI (Request for Information)

E-sourcing platforms provide a broader reach when addressing suppliers. With request for information processes (RFI), you can evaluate potential suppliers at an early stage and explore the market. It helps to draw up an initial list of possible suppliers or service providers who have the necessary skills, capacities and experience. 

This information is crucial to assess the feasibility of a project or a purchase before creating a more specific request, such as a request for proposal (RFP) or a request for quotation (RFQ). 

Compare – RFQ (request for quotation)

The request for quotation (RFQ) is a crucial process for obtaining accurate quotations from suppliers. By standardizing the request, purchasers can clearly communicate specific requirements and ensure that all quotations are comparable. This not only makes it easier to evaluate quotations, but also enables informed decision-making.  

The RFQ process helps to determine the best conditions and prices and thus supports cost optimization in the procurement process. 

Evaluation – RFP (request for proposal)

The request for proposal (RFP) exceeds the scope of the RFQ by requesting not only quotations but also detailed solution proposals from suppliers. This comprehensive information enables purchasers to evaluate quotations not only quantitatively but also qualitatively. A major advantage of the RFP process is the ability to transparently document decisions, which is of great importance for compliance and transparency.  

The structured approach ensures that all relevant factors are taken into account in the decision-making process and that potential risks are minimized. 

negotiate – real-time e-auctions

E-auctions are a useful addition to the RFX process to encourage optimal competition among suppliers. In an e-auction, potential suppliers participate in a real-time web-based auction that can take into account both quotations and other criteria such as quality and delivery time. 

One major advantage is the significant reduction in negotiation time. While conventional negotiations often take weeks, they can be completed in less than an hour with an e-auction. At the same time, digital implementation ensures greater objectivity and transparency in the selection process.  

FUTURA is the optimal solution:

For globally sourcing medium-sized companies and corporations with heterogeneous SAP ERP landscapes 
For full flexibility in your sourcing strategies – from one-time and multiple requirements through to CAPEX
If you still use e-mail & Excel and want to standardize your processes to ensure compliance
If you want to flexibilize and modernize your SAP and procurement systems

Use AI to get the best quotation

With FUTURA Smart, consumers and purchasers receive smart support throughout the entire sourcing process. Starting with AI-supported assessment of requirements, the simple implementation of requests for quotations, the selection of the best suppliers and the evaluation of quotations, right through to the negotiation of contracts.

Support with the specification of requirements

The quality of a request for quotation depends to a large extent on the specification of the requirement. In many cases, clarity is lacking here. At the beginning of the sourcing process, an AI assistant significantly reduces the time-consuming back-and-forth between the purchaser and the consumer.

Automated RFQcreation

The consumer receives a quote from a manufacturer or supplier in PDF format. The AI assistant "RFQ Maker" anonymizes the specifications it contains in a manufacturer-neutral way and automatically converts them into a free text request - less effort thanks to the automation of operational purchasing.  

Intelligent evaluation of quotations

Thanks to AI, FUTURA Smart now gives you the option of not only evaluating quotations using the price comparison list, but also having them automatically and statistically checked for anomalies – including graphical evaluations.

Optimized operational procurement

Requisitions below a certain limit often fall under the umbrella of purchasing. If a quotation has already been submitted, the requisition is usually converted into a purchase order immediately without undergoing the request for quotation process. However, in the mass of requisitions for operational procurement, this means that relevant savings opportunities are overlooked.

This is where FUTURA Smart comes in, simplifying access to sourcing activities and managing tactical procurement.  

Bundling of requirements

You can use the BANF Cockpit to easily bundle your BANFs and BANF items and thus your requirements. Filter your BANFs via product groups and transfer various items from your BANFs to a tender with just a few clicks.

Framework agreement quota

You achieve the greatest leverage and the highest efficiency for the procurement of operational requirements with framework agreements. They are the link to Guided Buying for the consumer and therefore a relief for operational purchasing. FUTURA is the smart way to manage your outline agreements and contracts in SAP.

Is the end of the contract term approaching? With FUTURA Smart, you can read contracts from SAP and easily tender and extend them.

Discounts in catalogs

Become flexible. Advetise your catalogs via requests for quotation and negotiate individual discounts with your suppliers. This is so easy that you no longer have to rely exclusively on punch-out catalogs from specific suppliers.

Easy Access for suppliers

The success of a request for quotation depends to a large extent on acceptance by the suppliers. It must be as easy and user-friendly as possible to receive requests for quotation and process quotations – especially for small requests and one-time requirements that would otherwise be sent via e-mail. Easy Access gets suppliers just a few clicks away from the quotation, without a complicated registration process.

System-based compliance

A transparent procurement process in purchasing not only offers legal and ethical advantages, but also promotes efficiency, cost optimization and sustainability. It ensures that all suppliers are treated equally and have the same opportunity to respond to requests for quotation.

By including sustainability criteria in the awarding process, companies can also encourage suppliers to adopt environmentally and socially responsible practices.

integration of certificates and references

By designating documents as requiring confirmation, purchasers can oblige suppliers to confirm these before the entire request for quotation can be viewed. Suppliers can be required to submit industry-specific certificates such as ISO standards or sustainability certificates. These documents serve as the basis for evaluating the suitability and integrity of the providers. This increases transparency and minimizes the risk of legal violations.

Communication and audit compliance

The digital documentation of all activities ensures that decisions can be traced retrospectively – all internal and external communication, questions and answers are centrally recorded and archived. This audit-proof procedure protects against legal risks and strengthens the trust of business partners.

Factoring in the C02 footprint

By including the CO2 footprint (PCF) in the procurement process, companies can ensure that they already meet future legal requirements regarding environmental standards and emission reduction. When creating a request for quotation, you can ask for CO2 emission values as an additional criterion and compare them in the price comparison list of the submitted quotations.

CAPEX sourcing projects

Requirements relating to technically demanding sourcing projects, e.g. in capital goods purchasing (CAPEX), place special demands on the performance and structures of the tendering system. The advantages of integrated GAEB structures (item type "D") at FUTURA Engineering can be seen in the tendering process right through to service entry.

Strategic service procurement

Do you work with service contracts in SAP and want to regularly update them by requesting quotations? The easiest way to do this is for purchasers to access all contracts including complete item lists directly from the SAP launchpad and transfer them to FUTURA Engineering to issue a request for quotation.

Transparency in billing and controlling

When placing a purchase order, the practice of creating an item in SAP with the total value of the quotation and 1 service unit, with the item list only attached as a PDF, has its pitfalls. Because: Like this, real project controlling is not possible in SAP. Real project controlling is only possible if the purchase order of services is mapped in SAP as an item type D or a service contract (value or quantity contract) with the entire item list.

Service entry as self-service

When placing a purchase order, the item list must be available in its entirety in the SAP system to ensure that billing or service entries can take place transparently at service line level or for it to be created as a contract in SAP. Of course, the item list must also be synchronized when a service provider accesses it. This simplifies and shortens billing processes.

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