Setting Up Purchase Order Release Strategy - SAP Blogs PDF

8/20/2018 Setting up Purchase Order Release Strategy | SAP Blogs
Products
Products Industries
Industries Support
Support Training
Training Community
Community Developer
Developer Partner
Partner
About
About
 
Home / Community / Blogs + Actions
Setting up Purchase Order Release

Strategy
September 18, 2013 | 104,649 Views |
Former Member
Retail
@sap retail | purchase release | retail | sap mm
share
0 share tweet share
Follow RSS
Purpose of the Release Strategy

The procurement department of a company consists of many buyers
who are responsible for buying goods from the market. There is a
https://blogs.sap.com/2013/09/18/setting-up-purchase-order-release-strategy/ 1/18
hierarchy of people like the operator or the buyer who creates the
order and purchasing managers to supervise and control the
procurement process. Since purchase order is a legal document and it
goes outside the company to the vendor, it is very much important to
control the process to avoid any errors or unauthorized transaction.
When the Purchase order is processed further for goods receipt and
invoice verifications, there will be accounting entries generate and it
creates Accounts Payable entries (AP).
Because of this reason and legal implications of Purchase orders,
it is very much required to control the procurement process by
introducing approvals. For the same, SAP has provided a concept
of release strategy. In release strategy, there are different
released codes which are used for designated users. The release
code is a two character ID allowing a person to release (clear, or
approve) a purchase requisition or an external purchasing
document. The release codes are basically controlled via a system
of authorizations (authorization object M_EINK_FRG). The user
with specific release code assigned can perform a respective
release in a purchase order. For example, the user who creates
the purchase order is assigned the lowest level release code.
When the purchase order is saved or checked, system will trigger
the Release Strategy for that document depending on the defined
criteria. In the purchase order which is required to be released by
a higher level user, there will be a Release Strategy tab on header
of the PO document. In this tab, system shows all the levels of
release codes who are involved in approving the purchase order.
Following practical example will demonstrate the purpose of
release strategy and its implementation in SAP.
A company where there is following approval mechanism used in
procurement department needs to have a release strategy in SAP.
If the value of Purchase order is less than 500.00 USD, it
can be approved by a Purchase Manager and then can be
processed further.
When the Purchase order value exceeds 10000.00 USD, in
addition to the purchase manager, it requires an additional
approval of Head of Department.
If the value of PO is more than 50000.00 USD, then it needs
an approval of Vice President once it is approved by the
Manager and then by HoD.
To achieve this, there will be four release codes created in the

system.
Code 10: For Initial Status when the PO is created

Code 20: For Purchase Manager
Code 30: For Head of Department
Code 40: Vice President
Now with this requirement, following release code will be attached

to each document depending on the value of the PO.
A Purchase order of value 345.00 USD will have only two
release codes 10 & 20. First it needs to be released by user
who is assigned release code 10 and then further release is
required by the Purchase manager who has release code 20.
A Purchase order of value 12500.00 USD will have 10, 20
and 30 release codes. First release will be user with release
code 10; second release will be by user with release code 20
and then final release by HoD who has release code 30.
Similarly a purchase order of 75500.00 USD, it requires 4
level of release.
Preparation of required objects for Release
Strategy in SAP
Before we start configuring release strategy in SAP, we need to

define the combination of parameters to trigger the release. This
triggering criterion can be a combination of Document type and
Purchasing organization along with value depending on which the
number of release codes are assigned when the document is
created. In SAP we have a run time structure with name CEKKO
(Communication Release Strategy Determination Purch.
Document) which provides all the possible list of fields using which
a release strategy can be configured. To view all this fields of the
structure you can use transaction code SE12. In SE12 screen, in
the database field provide the structure name CEKKO and click on
Display button.
Con guration of Release Strategy for
Purchase Order
Creating Characteristics of each attribute of

Selection criterion
Let us assume that we want to configure the release strategy based on
the combination of three fields. These fields are Document Type
(CEKKO- BSART), Purchasing Organization (CEKKO- EKORG) and
Purchase order total value (CEKKO- GNETW). We need to create
individual characteristic for each of this field and then group them into a
release class. Please follow the steps given below to create
characteristics.
SPRO Menu Path: SPRO: Material Management -> Purchasing ->

Purchase Order -> Release Procedure for Purchase Orders -> Edit
Characteristic
Transaction code: CT04
Provide the characteristic name and click on Create button to create the
characteristic. Give appropriate and meaningful name for each
characteristic so that they become easy to identify in further process.
In Basic Data of characteristic screen, provide appropriate description. If

you want to configure the release strategy for single document type, you
need to select Single Values in Value Assignment block and if it is
required for multiple document type then select Multiple Values radio
button.
Now, the fields are to be referred from CEKKO structure, we need to

provide the reference to this structure and corresponding field. Since this
characteristic is created for document type, please specify the structure
and field name given in the below screen.
As soon as you enter the structure name and field name, system will
generate a warning message “Format data taken from Data Dictionary
(press enter)”. This warning message indicates that the data type of the
characteristic will be taken from the data dictionary of this structure in SAP.
Now navigate to Values tab and provide the document types which are
required in this release strategy. For this example, we are taking
document type NB which is Standard PO. Please see below screen

shot.
Please note that in the characteristic values tab, these values are not
available as a F4 selection. So they must be typed correctly and it
should match exactly with the document types used.
We need to make sure that these characteristics are used only in class
which is made up for Purchase order release. For this purpose we need
to provide the restriction in characteristic. Provide class type 032 in the
restriction tab to achieve this.
If the system is used in multiple languages and if it is required to

maintained the characteristic description in multiple languages, then the
same can be done from the description tab. Please navigate to
Description tab and for each language and save your characteristic.
Finally Save the characteristic.
Using the same method creates another characteristic BP_PURORG for

Purchasing Organization.
For third characteristic which is Purchase order Net value, we need follow
the same steps except the below points:
When you mentioned the Structure name CEKKO and field

GNETW for purchase order net value, system will ask for the
currency since this field is related to numbers and net value of
purchase order. Please mention USD as a currency for the
characteristic.
If you have multiple criteria for different range of values, the same
has to be provided in Values tab with a Multiple Value radio button
tick in Basic data.
Since there will be intervals in the purchase order values, you
have to configure the characteristic to allow the values in
intervals. For the same please tick the check box “Interval Vals
allowed” in Value assignment block in Basic data tab.
For this characteristic, the values are to be defined in intervals as

given in below screen.
So this way we have created the following characteristics for our release
strategy.

BP_DOCTYPE for Document Type NB

BP_PURORG for Purchasing Organization BP01
BP_NETVAL for Net Value below 100.00 USD and above 100.00
USD
Creating Class for Purchase order Release

Once we have all the characteristics ready with us, we need to group
them into a class. Please see the below procedure to create the class.

SPRO Menu Path: SPRO: Material Management -> Purchasing ->

Purchase Order -> Release Procedure for Purchase Orders -> Edit Class
Transaction code: CL02.
In main screen of CL02 transaction, provide appropriate Class Name

and click on Create button. Make sure that the class type must be
032.
In main screen of CL02 transaction, provide appropriate Class Name

and click on Create button. Make sure that the class type must be
032.
In the detailed screen, provide appropriate description. In Same

classi cation block please select Do not Check radio button.
Now the next step is to assign the earlier characteristics to this class.
Please note that those characteristics are restricted to be used only
in class type 032 which type this class is to be created.
Finally save the class. This concludes the rst step for setting up the
release strategy.
De ne Release Strategy for Purchase Order
After the class is ready, the next is to con gure the elements required
in release strategy. Following elements are required.
Release Groups
Release Codes
Release Indicator
Release Strategies
Workflow
Con gure Release Groups
Use following SPRO path for con guring these elements of release
strategy.

SPRO: Materials Management -> Purchasing -> Purchase Order ->

Release Procedure for Purchase Orders -> De ne Release Procedure for
Purchase Orders.
When you click on this option, system will give sub options to proceed
further. Please select Release Group. Keep the cursor on Release Group
and click on Choose button.
Click on New Entry button to create new Release Group. In new

record, give appropriate Release Group name as BP, in Class eld give
our Class name which we have created in above step. Click on Save
button to save your entry.
Con gure Release Codes
strategy.

Purchase Orders.

further. Please select Release Codes. Keep the cursor on Release Codes
and click on Choose button.
Click on New Entries to create the Release codes for our release
strategy. Number of release codes depends on number of approval
levels. Here only two release codes are created which are 10 and 20
for Buyer and Manager respectively. Please note that these release
codes are to be created under the same release group which we have
con gured in previous tab. Click on Save to save your entries.
Con gure Release Indicator
strategy.

Purchase Orders.
further. Please select Release Indicator. Keep the cursor on Release
Indicator and click on Choose button.
This screen indicates release id for initial and released status. Release
ID 0 indicates Blocked status and with release ID 1 it is Released
status. The eld Changeable contains the parameter which will
de ne how the system reacts if a purchasing document is changed
after the start of the release procedure. Means once the order is
released, we can still change the values in purchase order which will
trigger a new release status. If the eld is allowed to change, we can
de ne the % of change allowed.
Con gure Release Strategies
strategy.

Purchase Orders.
further. Please select Release Strategies. Keep the cursor on Release
Strategies and click on Choose button.
Click on New Entries button and give your release group. After giving
the release group, provide appropriate Release strategy and
description.
Now suppose you want to keep only one level of approval for all PO below
100.00 USD and 2 level of approvals for PO greater than or equal to 100.
To achieve this we need to have two release strategies. First release
strategy will have only 1 release code and only value less than 100.00
USD is to be selected from characteristic BP_NETVAL. For the Purchase
order having value greater than or equal to 100.00 USD, we will create
another release strategy which will have both the release codes as we
need two level approvals in this case. The following steps are
demonstration of second release strategy (with 2 approvals). The same
steps needs to be followed for another strategy.
In the given space give all your Release codes.
Now click on Release prerequisites button. In prerequisites screen,

select prerequisites for each release code. In the given screen shot,
we are saying there is not prerequisite for release code 10 and for
release code 20 it is required that release id 10 has to be there. Once
done, click on Continue button to save the settings.
The next step is Release statuses. Click on Release Statuses button.

Here we are attaching the release ids for each operational step. From
the below screen it is clear that when the document is created when
both the release status are at initial condition.
When the rst level of release is done means when it is released by a user
having release code 10, the overall status is still Blocked. When the
document is released by a higher level user having release code 20, the
documents overall status will be Released. Once it is done click on
Continue button.
Next step is to select the classi cation values for the selected
characteristics in release class. Click on Classi cation button to
proceed.
Here it is required to select all the values from all the characteristics. If
you have multiple values in characteristic, you have to select the values
which you want to involve in the release strategy. Select a characteristic
row and click on Choose button bottom.
Please note it is also possible to directly mention the values here

provided Additional Values option is enabled in your characteristic.
Con gure Work ow
Use following SPRO path for con guring work ow for the above
con gured release strategy.

Purchase Orders.
further. Please select Work ow. Keep the cursor on Work ow and
click on Choose button.
Click on New Entries button to create records for involved users. Specify
the Release group, appropriate release code and User ID in Agent ID
column. Please make sure the user ids are speci ed with Agent type US
which indicates that mentioned agent name is a User id of SAP. You have
to create each line for each users who are involved in this process and
should be attached to an appropriate release code.
This is the end of release strategy con guration. With this con guration,
we are set to create a purchase order to test our release strategy.
Please note that if the purchase order is not released, buyers will not be
able to print the Purchase Order. Also in Goods Receipts will be shown
with Message no. ME 390 – Purchasing document XXXXXXX not yet
released
Purchase Order with Release Strategy has tabs at the end of the Header.
This allowed the buyers to check the release status of the Purchase
Order.
The person with the release authorization has to use ME28 to release the
Purchase Order.
—–End of Document ——
Alert Moderator
83 Comments
You must be Logged on to comment or reply to a post.
Former Member
April 12, 2018 at 8:34 am
Hi Amit,
Superb explanation. Thanks for the info.
Regards,
Shiva V
Former Member
April 25, 2018 at 10:06 am
Your explanation is very clear & screenshot are added advantage.
Thank You!
Sambhaji Barse
May 7, 2018 at 11:07 am
Really nice document…
Daniel Brennan
June 25, 2018 at 5:14 pm
First, great article. Very clear and walks the user step-by-step through the
process. I have one question though…we would like a single level of approval, and
we’d like anyone in our production team to be able to release any PO. From my
understanding, in the work ow con guration, only one username can be speci ed
for each combination of Group, Code, and User Type. Is there a way to do this at
a less granular level?
Thanks,
Dan
 Previous 1 2
Share & Follow

Privacy Terms of Use Legal Disclosure Copyright Trademark Cookie Preferences Sitemap Newsletter

Setting Up Purchase Order Release Strategy - SAP Blogs PDF

Hochgeladen von

Dokumentinformationen

Originaltitel

Copyright

Verfügbare Formate

Dieses Dokument teilen

Dokument teilen oder einbetten

Freigabeoptionen

Stufen Sie dieses Dokument als nützlich ein?

Sind diese Inhalte unangemessen?

Copyright:

Verfügbare Formate

Setting Up Purchase Order Release Strategy - SAP Blogs PDF

Hochgeladen von

Copyright:

Verfügbare Formate

8/20/2018 Setting up Purchase Order Release Strategy | SAP Blogs

Setting up Purchase Order Release

Purpose of the Release Strategy

To achieve this, there will be four release codes created in the

Code 10: For Initial Status when the PO is created

Now with this requirement, following release code will be attached

Preparation of required objects for Release

Before we start configuring release strategy in SAP, we need to

Con guration of Release Strategy for

Creating Characteristics of each attribute of

SPRO Menu Path: SPRO: Material Management -> Purchasing ->

In Basic Data of characteristic screen, provide appropriate description. If

Now, the fields are to be referred from CEKKO structure, we need to

document type NB which is Standard PO. Please see below screen

If the system is used in multiple languages and if it is required to

Finally Save the characteristic.

Using the same method creates another characteristic BP_PURORG for

When you mentioned the Structure name CEKKO and field

For this characteristic, the values are to be defined in intervals as

BP_DOCTYPE for Document Type NB

Creating Class for Purchase order Release

SPRO Menu Path: SPRO: Material Management -> Purchasing ->

Transaction code: CL02.

In main screen of CL02 transaction, provide appropriate Class Name

In main screen of CL02 transaction, provide appropriate Class Name

In the detailed screen, provide appropriate description. In Same

De ne Release Strategy for Purchase Order

Con gure Release Groups

SPRO: Materials Management -> Purchasing -> Purchase Order ->

Click on New Entry button to create new Release Group. In new

Con gure Release Codes

SPRO: Materials Management -> Purchasing -> Purchase Order ->

Con gure Release Indicator

SPRO: Materials Management -> Purchasing -> Purchase Order ->

Con gure Release Strategies

SPRO: Materials Management -> Purchasing -> Purchase Order ->

In the given space give all your Release codes.

Now click on Release prerequisites button. In prerequisites screen,

The next step is Release statuses. Click on Release Statuses button.

Please note it is also possible to directly mention the values here

Con gure Work ow

SPRO: Materials Management -> Purchasing -> Purchase Order ->

April 12, 2018 at 8:34 am

Superb explanation. Thanks for the info.

April 25, 2018 at 10:06 am

Your explanation is very clear & screenshot are added advantage.

May 7, 2018 at 11:07 am

Really nice document…

June 25, 2018 at 5:14 pm

Share & Follow

Das könnte Ihnen auch gefallen