Article 35: What is a Collective Number and how does it work in RFQ?

What is a Collective Number?

A Collective Number is a unique alphanumeric key that groups together multiple RFQ documents that are part of the same bidding event or procurement project[3].

Why do I need a Collective Number?

When you send the same RFQ to multiple vendors:

• SAP creates separate RFQ documents for each vendor
• Each document gets its own RFQ number
• Collective Number links them all together
• Enables easy comparison of all responses

How does it work in practice?

Example Scenario:

• You need 1,000 widgets
• You send RFQ to 5 different suppliers
• SAP creates 5 separate RFQ documents
• All 5 share the same Collective Number

Document Structure:

Collective Number: 2024-WIDGET-001
├── RFQ #1001 → Vendor A
├── RFQ #1002 → Vendor B  
├── RFQ #1003 → Vendor C
├── RFQ #1004 → Vendor D
└── RFQ #1005 → Vendor E

What are the benefits?

Organized Management:

• Group related RFQs under one identifier
• Track all responses from a single screen
• Compare quotations side-by-side easily
• Maintain audit trail for the entire bidding event

Efficient Processing:

• Bulk operations on related RFQs
• Consistent terms across all vendor communications
• Simplified reporting and analysis
• Better project tracking

How to use Collective Numbers effectively?

Naming Convention:

• Include year for easy sorting (2024-...)
• Add project identifier (WIDGET, OFFICE-SUPPLIES)
• Use sequential numbers (001, 002, 003)
• Keep it meaningful for future reference

Best Practices:

• One collective number per requirement
• Document the purpose in RFQ description
• Use consistently across related documents
• Train team members on the numbering system