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Title: Release Strategy for Purchase Requisition Document

Release procedures are approval procedures for purchasing documents such
as Purchase requisitions, RFQ, Contracts, Scheduling Agreements, Service
Entry Sheets & Purchase orders (POs). The manner in which you configure
these procedures is called a release strategy.
Release strategy involves a process whereby an approver verifies document
data (such as material, quantity, and value) and then gives the authorization to
purchase.
The process takes place online, which saves time and is more efficient than a
manual approval process.

Types Of Release Procedure

Release Procedure

With Classification Without Classification

PR,RFQ,PO,Contracts,SA & Service Entry

Only PR can be released
Sheet can be released

Header & item level release possible Only item level release is possible

Document can be released based on

Different characteristics can be Plant,Material Group,Total value &
used to release document Account Assignment Category only

Release procedure with classification provides more flexibility and is used in most
of the business scenarios. Let us learn about the item & header level release
strategy for a PR.

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Steps for configuring Release Strategy

Path: SPRO > SAP Reference IMG > Materials Management > Purchasing >
PR > Release Procedure >Procedure with Classification

Release Procedure

Define Characteristics Define Class

Release Group
Tcode: CT04 Tcode: CL02

Release Strategy

Release Pre-requisite Release Indicator Release Code

Release Status Classification Simulation

Note: The SAP system provides the communication structures CEBAN for
mapping characteristics for purchase requisitions.
Note: The SAP system provides the communication structures CEKKO for
mapping characteristics for purchase requisitions.

In communication structure CEBAN, you will find all the fields that can be used as
characteristics for a release condition. E.g. Field BSART for the PR document type.
Go to Tcode : SE11 ABAP Dictionary as shown below:

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Step 1:Define Characteristics (Tcode: CT04)

Characteristics constitute the criteria for a release condition. If the criteria of a
release condition are satisfied, the associated release strategy is assigned to
the purchase requisition.
Using below mentioned Characteristics for Item level release of PR.

Table
Characteristics Field Name

Plant
CEBAN
WERKS
EKORG
Purchasing Organisation
EKGRP
Purchasing Group
GSWRT
Total Value Of item
Define Characteristics for Plant (Tcode:CT04)

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Define Characteristics for Purchasing Organisation

Define Characteristics for Purchasing Group

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Define Characteristics for Total Value Of item

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Step 2:Define Class (Tcode: CL02)

Classes are used to group together characteristics that constitute a release
condition for a release strategy.
If you want to have release strategy based on a purchasing organization,
purchasing group, total amount & plant combination, you need to define all of
these elements as characteristics an

d
assign them to one class.

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Step 3:Define Release Procedure/stratagy

i. Define Release Group
I release class. Uncheck the overall
release indicator so that the PR Release will take place at item level.
Click on new entries and create group as per business requirement .Release
groups R1 & are assigned to class TESTPR_CLASS.

ii. Define Release Code

a two digit alpha numeric code which is responsible for approving the
document as per the release strategy configurations.
As shown below, group code R1 is assigned to release codes C1, C2 &
C3.Similarly, group code R2 is assigned to release codes C4, C5 & C6.

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iii.Define Release Indicators

It determines the status of PR document whether it is released or blocked.

iv.Release Indicator Details

Firmed for Req. Planning: "Fixed" purchase requisitions are not
changed by requirements planning.
Released for Quotation: This indicator specifies that quotations and RFQs may be
processed with reference to PR. If you select this checkbox, it means that the PR
is available for RFQ process.
Released for issue of PO: This indicator specifies that PO can be raised with
respect to PR.
Field Selection Key: Determine whether certain fields in a purchase requisition
may or may not be changed after release of the PR.
Changeabil.: Define how the system reacts if an internal or external
purchasing document is changed after the start of the release
procedure.

Value Change: Specifies the percentage by which the value of the purchase
requisition can be changed after the release procedure has started. If the
requisition is changed more than the specified limit entered here, its subjected
against to the release procedure.
v. Define Release Strategy
Create a release strategy for your release group and assign your
release codes accordingly.

Release Release Release

Strategy Group Code
S1 R1 C1,C2 &
C3
S2 R2 C4,C5 &
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C6

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vi.Release Prerequisites
It specify the order in which the individual release points (individuals or
departments) represented by the release codes may release the item or
document
In this release strategy, the codes C1, C2 & C3 must successively release the
purchase requisition. Read the table from left to right, for code C3, release via
code C1 and code C2 is a prerequisite.

vii. Release Statuses

Specify which release indicator/status a requisition is to have after having been
released via a certain release code.
As per below configuration, Item will be released only when all the release code
(C1, C2 & C3) approves it.

viii.Classification
Values are assigned to defined characteristics as shown below.
With these characteristics & their values, release strategy is triggered
during PR Creation. Save the configurations before going to next step.

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ix. Release simulation

It enables you to check which status a requisition will achieve with this release
strategy if release is effected by a certain release point.
Click on Simulate release & double click on each release code to release the

document.

Configuration of release strategy S1 is done. Lets activate release strategy S2.

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Also by using Tcode CL24N you can manually assign classes and
characteristics to release strategies S2 as shown below.

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Configuration of release strategy S1 & S2 is done. Below table gives

summary of both release strategies maintained in SAP.

Releas Releas Purchasin Purch Total

e e Pla g asing Value Of Release
Strate Group nt Organisatio Group item Code
gy n
S R 100 100 001 >=2000 C1,C2 &
1 1 0 0 EUR C3
S R 100 100 002 >=5000 C4,C5 &
2 2 0 0 EUR C6
If value of the item is >=2000 EUR then strategy S1 will be triggered whereas if
the value of the item is >= 5000 EUR then strategy S2 will be triggered.
Note: Document type ZNB is used & overall release tab is unchecked.

Step 4: PR Creation(Tcode: ME51N)

Create PR for two different items with different purchasing group & value as
shown below.

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Mater Purchas Purch Price Total Trigger

Item ial Pla ing asing /Unit Quan Value( ed
No. Nam nt Organisa Group tity EUR) strategy
e tion
10 DIM01 100 100 001 10 250 2500 S1
0 0
20 DIM02 100 100 002 30 200 6000 S2
0 0

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From the above images it is clear that release strategy is triggered at item level
for both materials.
Step 5: Release PR (Tcode: ME54N for Individual Release)

Now material DIM01 is released. release material DIM02 with collective

release (Tcode: ME55).Note: You can release both strategy (S1 & S2) via
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Tcode ME54N.

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Thus, PR document is released at item level successfully with above mentioned

steps.

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Release Strategy for PR at Header Level

Configurations required for header level release are as
follows: Document type NB is selected for overall
Release.

Release group is assigned to different Class as shown below:

Using below mentioned Characteristics for Header level release of PR.

Table Characteristi Field

cs Name
Plant WERK
S
CEBA Purchasing EKOR
Organisation G
N Purchasing EKGR
Group P
Overall Value Of GFWR
PR T
In the above table, only total value of item is replaced by overall value of
PR with respective field name in order to release PR at header level.
Note: Other all configurations remains same as item level PR release strategy.
Step 1: Create PR (Tcode: ME51N) with one material & check whether release
strategy is triggered at header level as shown below:

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Step 2: Release PR (Tcode: ME54N for Individual Release)

Hence, with above steps it can be concluded that header level release
of PR is completed.

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