Professional Documents
Culture Documents
Setting Up Purchase Order Release Strategy - SAP Blogs
Setting Up Purchase Order Release Strategy - SAP Blogs
Amit Tunara
Author'sSeptember 18, 2013 12 minute read
pro le
photo
Setting up Purchase Order Release Strategy
Amit
Tunara
Follow RSS feed Like
To achieve this, there will be four release codes created in the system.
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.
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.
Configuration of Release Strategy for Purchase Order
In Basic Data of characteristic screen, provide appropriate description. If you want to con gure 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.
Fig 3.png
Now, the elds are to be referred from CEKKO structure, we need to provide the reference to this structure
and corresponding eld. Since this characteristic is created for document type, please specify the
structure and eld name given in the below screen.
Fig 4.png
As soon as you enter the structure name and eld 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.
Fig 5.png
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.
Fig 6.png
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.
When you mentioned the Structure name CEKKO and eld GNETW for purchase order net value, system
will ask for the currency since this eld 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 di erent 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 con gure 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 de ned in intervals as given in below screen.
So this way we have created the following characteristics for our release strategy.
SPRO Menu Path: SPRO: Material Management -> Purchasing -> Purchase Order -> Release Procedure for
Purchase Orders -> Edit Class
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.
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
Work ow
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.
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 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.
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
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.
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 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.
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.
Configure Workflow
Use following SPRO path for con guring work ow for the above con gured 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 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
Assigned tags
Related Questions
89 Comments
Former Member
Hi Amit,
Regards,
Shiva V
Like(0)
PRIYANKA JAISWAL
Thank You!
Like(0)
Sambhaji Barse
Like(0)
Daniel Brennan
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
Like(0)
Vincent Jayet
Hi Daniel,
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?
Vincent
Like(0)
Pepe Sanchez
Hi,
great explanation, Does any know if it is possible to have two buyers, meaning one or the other could approve
the rst level?
Like(0)
David Ahaiwe
Like(0)
Suraj Chavan
Like(0)
sunil patil
Like(0)
S Abinath
Like(0)
Older Comments
Find us on
Newsletter Support