Procurement Scenario with Tender

Question

Hi,
My client want to procure 100 Computers, He creates a Tender. He displays an Advertisement through Media News Paper, Television or any other source for this tender.  The cost occurred for displaying this Advertisement against these tender needs to be captured.
By seeing the advertisement for this tender 40 Vendors will participate for this tendering process, In order to Participate this process the vendors have to pay a minimal entry of 2000 Inr. The Revenue generated against this Tender for 40 Participants is 40*2000=80,000 Inr. And this also needs to be captured against the same tender.
The lowest bidder will receive the tender of 100 Computers and will be given letter of Award. He has to accept Letter of Acceptance. The letter of Award contains all terms and regulations and Terms to supply within the closing date. If he fails to supply the client will take action on that.
1) How to Map this Scenario through MM?
2) We have two times account Payable against the tender one is for the media for which we are paying as cost occurred in Advertisement Expenses and the other time is when the tender is finales for any of the vendor among 40 Vendors when he supply the Goods and paid  against the goods received. How to MAP this in SAP ?
3) We have one time accounts receivable when there is a minimum fee of 2000 and 40 Participants are participating , and this also needs to be captured against the same vendor.
Plz advice your valuable suggestions to MAP this scenario through MM.
Best Regards
Javeed

Answer 1

Hello Javeed,
Some basic clarification is required as follow:
My client want to procure 100 Computers, He creates a Tender. He displays an Advertisement through Media News Paper, Television or any other source for this tender.
The cost occurred for displaying this Advertisement against these tender needs to be captured.
1. How the accounts dept wants to manage this expenses? should it be captured and inventorized on the inventory or it will directly go to P&L acccount as advertizement expense??? Pl. clarifiy...
By seeing the advertisement for this tender 40 Vendors will participate for this tendering process, In order to Participate this process the vendors have to pay a minimal entry of 2000 Inr. The Revenue generated against this Tender for 40 Participants is 40*2000=80,000 Inr. And this also needs to be captured against the same tender.
Is this refundable deposit or non refundable? If refundable then it should be credit to the vendor account and when you make refund then make as payment... incase, it is non-refundable then it should be considered as income from other sources and should be shown as income in P&L
The lowest bidder will receive the tender of 100 Computers and will be given letter of Award. He has to accept Letter of Acceptance. The letter of Award contains all terms and regulations and Terms to supply within the closing date. If he fails to supply the client will take action on that.
1) How to Map this Scenario through MM? This will be considered as normal P2P cycle process
2) We have two times account Payable against the tender one is for the media for which we are paying as cost occurred in Advertisement Expenses and the other time is when the tender is finales for any of the vendor among 40 Vendors when he supply the Goods and paid against the goods received. How to MAP this in SAP ?
3) We have one time accounts receivable when there is a minimum fee of 2000 and 40 Participants are participating , and this also needs to be captured against the same vendor.
as discussed show as advance payment received from vendor and will be given back when they are not qualified in tendor.
Hope this helps.
REgards
Arif Mansuri