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indication of the high quality training you can obtain from Klee Associates / ERPtips. This excerpt covers Purchase Requisition Release procedures, and is included in our SAP Materials Management course. For more information on our training programs, please visit www.ERPtips.com/Training.asp. Please note that this material is copyrighted by Klee Associates, Inc. / ERPtips. You may print it and make copies, but please include this statement:
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Materials Management SAP ECC 6.0
07 Purchasing (2)1.doc
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Klee Associates, Inc.
The following four-step process leads you through the setup and implementation of the Release procedure. Each step offers tips so you can you tiptoe through the potential minefield of “gotchas.”
Step 1: Determine the Corporate Purchasing Approval Matrix
This is actually a difficult step in any organization.
Encourage purchasing policy makers to keep it simple. The goal here is to make it easier for people who enter purchasing requisitions to know who must approve the requisition, not to make the implementer’s job easier. So many times I have agreed to implement a complex release strategy, only to go back later and simplify. Why? Because the user community complained that it was too difficult to know who was delaying requisitions from becoming purchase orders. In my experience, most companies base purchasing approvals on cost centers. I have implemented purchasing groups to be synonymous with cost centers. This means cost center is not required on the purchase requisition.
If you require the cost center on the requisition, you do not have to require the general ledger (G/L) account number; but you should, because most users do not know how to select the correct G/L account. If you do not require the G/L account on the purchase requisition, it is not required on the purchase order (without a custom developed user/field exit). If your purchasing agent forgets to add the G/L account, the receiving department gets an error when it tries to receive because SAP does not know how to post the material document. The table below illustrates the example I will follow here. I determine the release strategy with two values: 1. Purchasing group 2. Overall value of purchase requisition Department 901 – Operations 901 – Operations 901 – Operations 901 – Operations 902 – Finance Manager Director Vice President Chief Financial Officer Manager Position Approval Limits Up to $10K Up to $50K Up to $100K Everything over $100K Up to $5K
Materials Management SAP ECC 6.0
run transaction SE11 and view table CEBAN. Step 2: Configuration These 6 tasks are performed in configuring a release procedure: 1. To determine what parameters are available as characteristics. the parameters that determine the approval person are: • Department requesting the purchase • Overall amount of the purchase. who has only to approve once.Klee Associates. Now you need to translate that release strategy. which means that someone approving the requisition approves the entire requisition. These two parameters equate to characteristics. In this scenario. 902 – Finance 902 – Finance Controller Chief Financial Officer Up to $200K Everything over $200K Approval Matrix Example The Release procedure example presented in this manual is for an Overall Release procedure. The characteristics must be represented by values entered in the purchasing document. however this does restrict you from allowing your users to combine purchase requisitions across departments. Ask. the characteristics are: • Purchasing group (representing the department) • Overall value of requisition The following numbered tasks will guide you through everything necessary to configure your release procedure. Materials Management SAP ECC 6. Workflow: Assign release codes to a release point The following sections guide you through each of these tasks. The Characteristics screen shows where to correlate the characteristic from the CEBAN table to the field used for determination. This simplifies the action required by the approver. This table stores the fields that are available in the release strategy determination. “What parameters determine who approves?” In the scenario approval matrix table. 03/14/08 3 . 1. Create class (assigning characteristics to class) 3. not each line. Create release indicator 6. Create release groups 4. Create release codes 5. Create release strategies 7. you probably developed an approval matrix in Excel or on a napkin. Inc. Create Characteristics Earlier in Step 1: Determine the Corporate Purchasing Approval Matrix. Error! No text of specified style in document.0 Rev. Create characteristics 2.
If the field you want to use for the release strategy does not exist in the CEBAN communication structure (a custom field. SAPTip 3 Klee Associates.0 . you can use the following user exits: • M06B0003 – For item-wise release • M06B0005 – For overall release 2.Error! No text of specified style in document. 03/14/08 Materials Management SAP ECC 6. Enter a name for the first characteristic in the Characteristic field and click the Create icon: 4. Navigate to the IMG and follow the menu path: Materials Management Purchasing Purchase Requisition Release Procedure Procedure with Classification Edit Characteristics Or Transaction Code: CT04 3. for example). Inc. Review the field definitions in the table below and enter the appropriate information on the Basic Data tab as shown: 4 Rev.
03/14/08 5 . Field Description Data Type Number of Chars Currency Template Value assignment Value Purchase Requisition Value CURR 15 USD (click enter and it will default) Select Single-value and Interval vals allowed 5. This is the information you gathered when reviewing table CEBAN in transaction SE16 which is the Data Browser for SAP Tables. SAPTip 4 If you are working in a release Pre-ECC.Klee Associates. Inc. which is only applicable in the Sales Materials Management SAP ECC 6. Click on the Addnl data tab and complete the following: Field Table Name Field Name Value CEBAN GFWRT The Reference to Table field is what links the fields on the Purchase Requisition to the characteristic value. notice that the box Not Ready for Input is checked in the Procedure for Value Assignment area. Error! No text of specified style in document. it stops assignment of a value to your characteristic causing your release strategy to fail! Having the Not Ready for Input box checked does serve a purpose – when the value is inferred by object dependencies.0 Rev. (I cannot tell you how many times this has stung me!) Make sure you deselect it. Otherwise.
Error! No text of specified style in document. 03/14/08 Materials Management SAP ECC 6. do the following: 1. Once you complete the Reference to Table Field entries. Enter this data on the Basic Data tab: 6 Rev. we repeated steps 1-6 to create characteristic PURCHASING_GROUP with Table Name CEBAN and Field Name EKGRP. SAPTip 5 SAP carries over default values from the field definition in the CEBAN table to the value assignment portion (shown on the Basic Data tab). like value of requisition) and whether it allows multiple values (needed if you plan to use one release strategy for multiple departments or purchasing groups). including easier configuration and security role setup. and Distribution module when characteristics are used in Variant Configuration for configurable make-to-order materials. you must assign them to a class. Pay close attention to whether SAP allows intervals (needed for a range of values.0 . Repeat the same steps for all characteristics that you need to maintain for your release strategy. Navigate to the IMG and follow the menu path: Materials Management Purchasing Purchase Requisition Procedure Procedure with Classification Edit Classes Or Transaction Code: CL02 2. Klee Associates. 6. Create Class Now that you have created your characteristics. SAP imports the characteristic formats from the data dictionary (the SAP table/field definition). In this example. Click on the Basic Data tab to see the data format and value assignment pulled from the data dictionary field definitions. To create the class. Inc. Enter the following data on the Class screen and click the Create icon: Release Field Class Class type Value purchase_release 032 – this is the class type for release strategies 3. Using one release strategy for multiple departments has many advantages. Click to save the characteristic.
Error! No text of specified style in document. 5. 03/14/08 7 . Click Materials Management SAP ECC 6.0 Rev.Klee Associates. Field Description Status Value Purchase Requisition Release Strategy 1 Released 4. Click on the Char. Value Enter the characteristics you have defined to be used for your release strategy to save the class with the characteristic assignments. (Characteristics) tab and enter the following: Field Char. Inc.
Department 901 – Operations 901 – Operations 901 – Operations 901 – Operations 902 – Finance 902 – Finance 902 – Finance Manager Director Vice President Chief Financial Officer Manager Controller Chief Financial Officer Position Approval Limits Up to $10K Up to $50K Up to $100K Everything over $100K Up to $5K Up to $200K Everything over $200K 1. you create a release group. purchasing group).0 . Create Release Group In this step. On the Choose Activity pop-up window. double click on Release Groups: 3.Error! No text of specified style in document. 03/14/08 Materials Management SAP ECC 6. The scenario illustrated in the table below needs two release groups because the approval interval values are different between the two departments. Navigate to the IMG and follow the menu path: Materials Management Purchasing Purchase Requisition Release Procedure Procedure with Classification Set up Procedure with Classification 2. it could share a release group and the release strategy would be for more than one department (or in this example. A release group has the same release levels and strategy. Click on 4. If there were a third department with the same approval interval values. Inc. Enter the following data: 8 Rev. Klee Associates.
I made a specific description of the department to which the Release Group applies – but release groups can be shared across departments.” This can be quite limiting if you have a complex approval structure. Create Release Codes A release code is an identifier that is associated with the person responsible for approving the purchase requisition. Release type is defined as “overall release” or “item-wise release. Rel. Here. Click SAPTip 6 to save the release groups. Inc. This is the name of the class you created in the previous step. double click on Release Groups: Materials Management SAP ECC 6. You can only have a single class per release type. Error! No text of specified style in document. 03/14/08 9 . Field Rel. Each release group can have different release strategies assigned to it.Grp Value You can have multiple release groups utilizing the same class. Navigate the IMG and follow the menu path: Materials Management Purchasing Purchase Requisition Release Procedure Procedure with Classification Set up Procedure with Classification 2. OvRelPReq Class 1 Check the OvRelPReq (Overall Release of Purchase Requisitions) box Enter PURCHASE_RELEASE. On the Choose Activity pop-up window. we entered G1 and G2 since we will have two release groups in our Release Strategy. 1. Description 5. You can have characteristics that are assigned to the class but not utilized in the release strategy.Obj.Klee Associates.0 Rev. You can use a generic description or a specific description here. In this example.
3. 03/14/08 Materials Management SAP ECC 6. Klee Associates. which represents the 'level' of approval. See SAPTip 7 below Describe the level of the approver. Enter the following data: Field Grp Code Workflow Description Value This is the release group(s) created in the previous step. Inc.Error! No text of specified style in document.0 . This is the release code. Click on 4. You can make this description generic if the release strategy will be used across multiple departments. 10 Rev.
You can use the standard release indicators provided in your release strategy or perform the following to maintain the release indicators. You can utilize a customer user exit for purchase requisitions. to define the workflow and generate notification and work list objects for the person responsible for the approval. Select Release ID S. SAPTip 7 Error! No text of specified style in document.” The RFQ/Purchase Order status indicates that the purchase requisition was fully released and now can be converted into an RFQ or purchase order. double click on Release indicator: 3. 5. Inc. 03/14/08 11 . In the standard system. Navigate to the IMG and follow the menu path: Materials Management Purchasing Purchase Requisition Release Procedure Procedure with Classification Set up Procedure with Classification 2. Click to save the release codes. M06B0001.Klee Associates. a purchase requisition release status is either “Blocked” or “RFQ/Purchase Order. Create Release Indicators A release indicator shows the release status of a purchase requisition.0 Rev. On the Choose Activity pop-up window. and click the Display icon: Materials Management SAP ECC 6. 1.
not be modified via the release transaction.0 . 4. etc. follow SAPTip 8. or price when an approver is executing the release transaction. unit of measure. SAP will not allow changes to the quantity. Review the settings: Field Field Selection Key Value In the standard system. If you require that other fields.Error! No text of specified style in document. such as delivery date. Inc. 03/14/08 Materials Management SAP ECC 6. Klee Associates.. plant. 12 Rev.
Option 4 allows the user to change the purchase requisition and requires any existing approvals to be re-approved only if the value change (maintained in the next field) exceeds a specified percentage change. 03/14/08 13 . follow the menu path in the IMG: Materials Management Purchasing Layout at Document level. To configure the Release Strategy: 1.0 Rev. each combination then is assigned a release strategy.Klee Associates. Value It is possible to configure the release not to be restarted if the amounts have only changed a specified percentage. For each release code (or level). you define the prerequisites required to get to that release level. Field Changeabil. Error! No text of specified style in document. Create Release Strategies A Release Strategy is a combination of the Release Group and Release Code. you can modify the field selection key. Purchase Requisition Define Screen The standard field selection key is FZ01. SAPTip 8 If you want to allow changes to certain fields during or after a release. You can copy it and maintain your changes. which includes the release status and the characteristic values that place the release into that release level. you should also create a custom release indicator by maintaining a new entry in the Create Release Indicators screen. Inc. Once you create a custom field selection key. To modify the Field Selection Key. Navigate to the IMG and follow the menu path: Materials Management Purchasing Purchase Requisition Release Procedure Procedure with Classification Set up Procedure with Classification 2. The release group combines the release codes (think of them as release levels). Value Change The acceptable percentage change to not require re-release of the purchase requisition. On the Choose Activity pop-up window. double click on Release Strategies: Materials Management SAP ECC 6.
Click 4. Inc. Enter the following: Field Release Group Value Enter the identifier for the release group you configured in the Create Release Group section of this unit. Enter a 2-digit code for your release strategy. 3. 03/14/08 Materials Management SAP ECC 6. Release Strategy 14 Rev.Error! No text of specified style in document. Klee Associates.0 .
0 Rev. Click on This level only has one release code. I have not had a client that wanted the purchase requisition release to go to the approval queue of a director at the same time as the same approval request went to the manager. Field Release codes Value List all the releases required for this level of release. A director usually wants the manager to approve the expense before having to approve it. as shown below: Materials Management SAP ECC 6. so the screen will look like this: 6. In other words. Click following note.Klee Associates. see the I have never experienced a business rule that allowed a higher level approver to approve a purchase requisition before or simultaneously with a lower level approver. 03/14/08 15 . When you have more than one Release Code. 5. . Inc. Error! No text of specified style in document. Completing the Release Prerequisites screen is easy even though it is confusing at first – I just check the boxes in the lower left corner to note the prerequisite approvals.
If you configured a new status. 16 Rev. 8. On the classification screen. 03/14/08 Materials Management SAP ECC 6. change it here and click . Click . Inc.0 . you assign the values or ranges of values to the release strategy.Error! No text of specified style in document. 7. Klee Associates. Click on Review the release statuses.
9. Inc. .0 Rev. The following screen shot shows a release strategy with 3 levels. Error! No text of specified style in document. 03/14/08 17 . Click 10. You must allow an interval value for the Total value of requisition amount to enter a range in the characteristic value assignment. SAPTip 9 Be sure you entered the correct characteristics value assignments. There is nothing really to simulate here since there is only one level. Materials Management SAP ECC 6. Click on to advance back to the Added Entries screen.Klee Associates.
Error! No text of specified style in document.0 . Clicking here returns the following screen: Clicking on the first release code and then release options for codes R1 and R2: changes the Clicking the this simulation screen: button on the final release code (R4 here) returns 18 Rev. Klee Associates. Inc. 03/14/08 Materials Management SAP ECC 6.
0 Rev. Error! No text of specified style in document. • Only perform this step if you wish to link this release procedure to Workflow and you are not using customer exit M06B0001. particularly if you have multiple characteristics defining your release strategies along with multiple release levels. With the data up to this point. Here is where our recurring theme “Keep it Simple” counts. In the Release Codes section. The task flow for creating a workflow is: 1. In this case. Click to save the release strategy. Workflow: Assign Release Codes to Release Point Workflow is another component of SAP that allows you to assign tasks to users. You may want the job security for your Basis Security Administrators. you set the release code as relevant to Workflow. When you save the purchase requisition. the document type is NB and it is flagged in configuration for Overall release. 3. 2. A standard workflow exists in SAP to put a work item in the inbox to trigger the approver to approve a purchase requisition. SAP determines which type of release is required for the document type. 11. Complete tasks 3 through 10 for each release strategy.Klee Associates. Inc. Those tasks appear in the users workflow inbox and are executable items. SAP determines which release strategy to invoke and then follows through with any workflow activities. Next. Materials Management SAP ECC 6. 03/14/08 19 . 12. The characteristics assigned to the class are then associated to the values in the purchase requisition. but you also want the change process to be simple so you can react quickly when that all too common company reorganization happens. Step 3: Security Security can be the most time consuming activity in developing release strategies. SAP determines what class to use for this type of release. You set 1 to use standard SAP Workflow and 9 to use the User Exit provided for custom customer workflow. 4.
Transport classes are stored in characteristic value tables that must be moved through your SAP environments via the ALE (Application Link Enabling) function. Using * may give approval authority to some folks who should not have it. include the restriction for other values that you have assigned as characteristics. 03/14/08 Materials Management SAP ECC 6. Inc. Step 4: Transport Classes and Characteristics This is the most overlooked step in the process. to define the roles in security. You should set up a role for each release group/release strategy combination. when defining this role. 20 Rev.Error! No text of specified style in document. which you can provide to your Basis team: Object Transaction Check (Target) Message Type (BD64) Notes Characteristics: PURCHASING_GROUP PR_VALUE BD91 CT04 CHRMAS Don’t worry about IDOC error message “Object S2L3 (T16FS) not found” Class: PR_RELEASE Class Type: 032 Class: PR_RELEASE Class Type: 032 BD92 CL03 CLSMAS BD93 CL03 CLFMAS In this unit. For Sarbanes-Oxley (SOx) compliance. we laid the groundwork and provided some advanced tips to help a SAP MM Configurator’s journey to developing a purchasing approval solution. SAPTip 11 Remember to request your ALE with your transport. Here is a sample spreadsheet of transaction codes. For greater security.0 . such as purchasing group. SAPTip 10 Klee Associates. do not use the * function which gives access to all objects. The transport you created in Step 3 in your “Gold” SAP Configuration client does not include the values you associated to the characteristics.
(Others are condition techniques and account assignments for Inventory Management). Purchase requisition release strategies rank high on my list of ‘tricky’ configuration challenges. Error! No text of specified style in document.0 Rev. Inc. 03/14/08 21 .Klee Associates. Materials Management SAP ECC 6.
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