How to Select or Reject a Quotation: SAP ME47
Olivia Turner
⚡ Smart Summary
Select or Reject a Quotation in SAP MM from the ME49 comparison list. The winning offer receives an InfoUpdate indicator that writes terms into the info record, while losing offers are marked with the rejection indicator.
Selecting a Quotation in SAP MM
The following tutorial will take you through the steps to maintain a quotation in SAP MM. Work begins from the price comparison list produced in ME49, so run that report first.
Step 1)
- Select the quotation that’s favourable (you want to process it further as it’s having the best conditions).
- Choose the Edit Quotation button on the toolbar.
Step 2) Now you are in the ME47 transaction. Here you can choose the item and go to the item details screen.
- Select the item.
- Click on the item details icon.
Step 3)
- Enter (or choose from the list of available values) B or C for the InfoUpdate field in Quotation data section to update the info record. In this field, you can also find rejection indicator used to reject the quotation item. We will use it to reject the other offer.
InfoUpdate field is used to update the info record in several ways:
- ‘ ‘ (blank) The info record is not updated.
- ‘A‘ If an info record exists at plant level, it is updated. Otherwise an info record at purchasing organization level is updated.
- ‘B‘ If plant conditions are allowed for the plant, an info record at plant level is updated.
- ‘C‘ If plant conditions are not necessary for the plant, an info record at purchasing organization level is updated.
- Save the data.
What Happens After a Quotation Is Selected?
Setting the InfoUpdate indicator does more than mark a winner. It starts a chain of master data updates that shape every future purchase from that supplier.
- The purchase info record is created or updated. Net price, conditions, planned delivery time, and the vendor material number are written into the record for that vendor and material pair.
- Condition validity is set from the quotation. The binding period entered on the offer becomes the validity of the price condition, so the agreed price expires when the offer does.
- Later purchase orders default to these terms. Any order created afterwards for the same vendor and material reads the price from this record rather than asking the buyer to type it.
- The quotation stays open. Acceptance does not close or convert the document. It remains available for reporting and as evidence of how the price was agreed.
The choice between B and C matters more than it appears. B writes a plant specific record, which is right when different plants negotiate their own terms. C writes at purchasing organisation level, which is right when one price applies company wide. Choosing the wrong level produces a record that never defaults into orders because it sits at the wrong scope. Field level detail is covered in changing a purchase info record.
Rejecting quotations
You should head back to the report screen. Once there, you can select the other quotation (we want it to be rejected), and repeat the process until you are on the item details screen. You will not enter the information into InfoUpdate field but will tick the “Rej. Ind.” check box. By this, you are rejecting the quotation item.
Step 1)
- Rejection indicator.
You will be prompted to print the rejection message for the items being rejected so you could inform the vendor of the status of his offer. You can repeat the process for all the vendors and items that are rejected. This now leaves us with one open quotation for the item.
Rejection Effects and Best Practices
Rejection is reversible but not invisible. Understanding what the indicator does prevents both premature rejections and forgotten ones.
| Question | Answer |
|---|---|
| Is the document deleted? | No. The item is marked as declined and stays in the system for audit |
| Can it be reversed? | Yes. Remove the tick in ME47 and the item becomes active again |
| Does the vendor learn automatically? | Only if the rejection message is printed or transmitted through output control |
| Does it affect the info record? | No. A rejected item never writes price conditions to master data |
| Does it appear in comparison? | Rejected items are excluded from later ME49 runs for that collective number |
Three habits keep the process clean:
- Reject every loser, not just some. Leaving offers open makes the collective number ambiguous, and later reports cannot tell which supplier won.
- Reject only after the award is confirmed. If a negotiation reopens, an unrejected quotation is far easier to revive than one already communicated as declined.
- Send the rejection message. Suppliers who are told the outcome quote again next time; those left in silence often stop responding to RFQs.
With one open quotation remaining per item, the terms are ready to flow into a purchase order or, where the source is to be fixed for future demand, into a source list.
