Release procedure for Purchase Requisition in MM

SAP Standard system allows only 8 levels of release codes.If client requirement is more than 8 then for excess release codes customisation is done by the technical team (Abapers).Lets take an example of 15 release levels required for a client according to his Business needs then in this case initial 7 codes are customised and remaining 8 release codes are configured in the system.

Release procedure is of two types

• Release Procedure without classification

             This procedure is applicable only for Purchase Requisitions.

             Here PR is released Item by Item only.

• Release Procedure with classification

            This procedure is applicable to PR,RFQ,Service Entry sheet,RFQ,PO,Contract  and scheduling agreements.

            Item by Item and Header level releases can be configured

            For PR - both item by item and Header level release can be configured

            For external purchasing documents - Release is possible only at Header level.

Step 1:

Create Characteristics

In this step we need to create characteristics - conditions to be satisfied for triggering Release startegy.For example client has asked to set release strategy based on 3 inputs.Combination of value, Plant and Purchasing group

            1) Total value of PR more than Rs 50,000

               create  characteristic as "Release_PR_total_value" in transaction code CT04.

              Tab -  Basic data " Data type --- CURR currency format", "Decimal places - eg. 2 " and "currency  eg. INR or USD"

              Tab -values key in > 50000 INR

              Tab -  Additional Data-  Table Name "CEBAN" and Field Name "GSWRT"

              Tab - Restrictions - class type - 032 - Release strategy

            2) Plant

                 Create characteristic "Release_PR_plant" in transaction code CT04.

                 Tab - Basic data - Data type - CHAR; Number of chars - 4

                 Tab - Values - Key in all the plants for which you are required to configure release proc.  eg. 1000,2000,3000

                 Tab - Additional data - Table name CEBAN and Field Name is WERKS.

            3) Purchaisng Group

                 Create characteristic "Release_PR_PurchasingGroup" in TCode CT04

                Tab - Basic data - Data Type - char, Number of chars eg. 3

                Tab - values - Key in all the purchasing Groups for which Release proc. is to be configured as required by Client.

                Tab - Addnl Data - Table Name CEKKO and field name - EKGRP

Step 2:

Define class in transaction code CL02

Menu path SPRO>Materials Mgmt>Purchasing>Purchase Requisition>Release Procedure>Procedure with Classification>Edit classes 

Here we assign all the above created Characteristics to a CLASS so that a release strategy to be triggered when all the conditions are met.

 Create a new class with free choice of names as "PR_Release_proc" in transaction code CL02.*Key in the class name and select class type as 032 - RELEASE STRATEGY then click on symbol create to enter all the details as mentioned below.

Tab - Basic data - Enter description as "PR_Release-Proc",

status- Released, Same classification - check the push button - Warning Message

Tab- CHAR Enter above created 3 characteristics

1.Release_PR_total_value

2.Release_PR_plant

3.Release_PR_PurchasingGroup

step3:   

Menu path is

SPRO>Materials Mgmt>Purchasing>Purchase Requisition>Release Procedure>Procedure with Classification>set up procedure with classification>

here define

1.Release Groups

Release group 01 is used for Purchase requisitions and 02 for Purchase orders.

Here assign class "PR_Release_proc" against release code "01"

check "OvRelPReq" indicator for over all release (All line items )of document in one shot else it will be released line item wise.

2.Release codes

Release codes are assigned to Release groups, in Workflow these release codes are tagged to users' SAP IDs through which they will be able to approve or reject a PR in SBWP(Inbox in SAP Business workplace.

PRs are released by users in transaction code ME54N.

Eg

Type of user            - Level -             Release code                     

PR creator - clerk or Business user -   

Approver    -  Supervisor                 -   R1

 Approver  -   Project Lead              -   R2

Approver   -  Asst. Manager             -  R3 

Approver   -  HOD/General Manager  - R4

 Release codes R1 to R5 are assigned to corresponding users.Manager R4 can only approve the PR if prior approvals till R3 are completed else not in ideal situation.

For detailed info please refer

http://help.sap.com/saphelp_erp60_sp/helpdata/en/75/ee1fa755c811d189900000e8322d00/frameset.htm

3. Release Indicator:

Release indicators show the release status of a Purchase Requisition.

For detailed info please refer SAP Help official site

http://help.sap.com/saphelp_erp60_sp/helpdata/en/75/ee1fa755c811d189900000e8322d00/frameset.htm

4.Release Pre requisites:

These define the order in which individuals or departments release the PR in sequence.

3.Release strategies

Create a new release startegy  eg ."A1" or "U1" , write its description PR release for value >1 lakh

Now select release codes according to the Chart of Authority set by your client.

Eg.

Release startegy " A1 - PR release for value >1 lakh"

R1 - Supervisor    

R2- Project Lead     

R3- Asst. Manager  

R4- General Manager

Now click on" Release  Prerequisites "push button and check all the boxes in ascending order.Save the document

click on "Release statuses" push button, check release statuses then click on "Continue" push button.

In third push button you can maintain CLASSIFICATION data or later you can directly mainatain in transaction code CL20N for this strategy.

 Classification data for example

1. Value - > 100000

2. Plant - 1000,2000,3000 etc

3. Purchasing groups - 101,102,103 etc

By clicking on "Release Simulation" push button you can check whether release is getting affected for configured release codes or not.

In this way you can configure all the required Release startegies.

Workflow:

 Here Maintain SAP user ids in the column "Agent ID"  defined against Group/Rel code/Object type.PR after approval will flow to the next user in the SAP inbox accessed through T code SBWP.

SAP User IDs or Agent IDs are tagged to respective Release Group and Release codes

Now create a PR in T code ME51N with the above conditions then a new tab will appear in PR creation screen at the time of check.Save the document and this can be released by respective users in TCode ME54N.

Tcode - ME54N - For Individual Release

Tcode - ME55 - For Collective Release

For detailed info please visit SAP HELP website

http://help.sap.com/saphelp_erp60_sp/helpdata/en/75/ee1fa755c811d189900000e8322d00/frameset.htm\\

http://help.sap.com/saphelp_erp60_sp/helpdata/en/75/ee1fa755c811d189900000e8322d00/frameset.htm

* I have posted this article based on my experience in  configuration of Release procedure for the benefit of learners.However if experts find any mistakes then I appreciate to correct it as soon as I receive the feedback*

Thanks and Regards,

Mohammed Uzair Hussain

TCS - Hyderabad