Release Procedure for Purchase Requisition

In this blog, we share the set up the release (approval) procedures for Purchase Requisition.

There are two Release procedure are available for Purchase Requisition
- Release Procedure without Classification
- Release Procedure with Classification

We have to elect to use either the procedure with or without Classification system.

Release Procedure without Classification:

This release procedure is only available for Purchase Requisition.
This Release Procedure is to check the data on the materials, quantities, and delivery dates for correctness and to ensure that the right account assignment and source of supply have been specified.
This procedure provides the approval of the individual line items of the Purchase Requisition.  Here, PR is release Item by Item only

Release Procedure with Classification:

This release procedure not only provides approval for Purchase Requisition but also for external purchasing documents RFQ, Purchase Order, Contract, Scheduling Agreement and Service Entry Sheet.
This release procedure can be configured for both header and item by item.

For PR – both header and item by item can be configured
For External Purchasing Documents – release is possible only at Header Level

For Header Level Release of Purchase Requisition:
SPRO Path -> SAP Ref. IMG -> Material Management -> Purchase Requisition -> Define Document Type and Tick the “Overall Release for PR” against the PR Document type for which you want to have the Header level release.

Following steps to be configured for Release Strategy for Purchase Requisition:

Step 1 - Create Characteristics

In this step, we define the characteristics – specify the conditions to trigger the Release Strategy for Purchase Requisition. The inputs to be decide by the client, which condition to be defined
Characteristics: PR Doc. Type, Plant and Value

Go to Transaction CT04 
OR
Menu Path: SPRO -> SAP Ref. IMG -> Material Management -> Purchase Requisition -> Release Procedure -> Procedure with Classification -> Edit Characteristics

Characteristic 1- ZPR_VALUE 
In Basic Data, Description – PR Value, Status – Released
Data Type – CURR (Currency) 13 Dec. - 2, Value Assignment – Multiple Values
In Addnl. Data, Table – CEBAN Field Name – GSWRT
In Value Tab, maintain < 10,000.00 INR, 10,000.00 - 100,000.00 INR and < 10,000.00 INR

Characteristic 2 – ZPR_PLANT
In Basic Data, Description – PR Plant, Status – Released
Data Type – CHAR (Characters) 4, Value Assignment – Multiple Values
In Addnl. Data, Table – CEBAN Field Name – WERKS
In Value Tab, maintain 1000 and 1001

Characteristic 3 – ZPR_DOC TYPE
In Basic Data, Description – PR Doc. Type, Status – Released
Data Type – CHAR (Characters) 4, Value Assignment – Multiple Values
In Addnl. Data, Table – CEBAN Field Name – BSART
In Value Tab, maintain NB and FO

Step 2 – Create Class

Here we define the Class for the Release Purchase Requisition and assign all the Characteristics defined above to the Class so that release strategy to be triggered when all the condition are met.
The default Class Type – “32” for Release Strategy

Go to Transaction CL02 
OR
Menu Path: SPRO -> SAP Ref. IMG -> Material Management -> Purchase Requisition -> Release Procedure -> Procedure with Classification -> Edit Class

Provide the Class Name – ZPR_REL_STR
Class Type – 032 (Release Strategy)
In Basic Data, Description – PR Release Strategy
Status – Released
Valid From – 01.01.2018 Valid To – 31.12.2018
Same Classification – Do not check/ Warning Message
And then assign Characteristic in the Characteristic Tab – ZPR_PLANT, ZPR_VALUE, ZPR_DOCTYPE

Step 3 – Set up Procedure with Classification

i. Release Group
ii. Release Codes
iii. Release Indicator
iv. Release Strategies

Release Group:

Default Release Object 1for Purchase Requisition and 2 for Purchase Order
Tick the “Overall Release” if you want to release the Purchase Requisition at Header Level or All items at one shot.
Define the Release Group and assign the created Class - ZPR_REL_STR
Rel . Grp. - P1
Rel.Obj. - 1
OvRelPReq. – “ “
Class – ZPR_REL_STR
Description – PR Release Strategy

Release Codes:

In this step, we assign Release Codes to Release Group
Type for User Release Code
Creator R1
Checker R2
Approver R3

Rel. Grp Rel. Code Workflow Description
P1 R1 Creator
P1 R2 Checker
P1 R3 Approver

Release Indicators:

Release Indicator shows the status of a Purchase Requisition
Default Indicator already defined in the Release Strategy for Purchase Requisition
1 Request for quotation
2 RFQ/purchase order
3 RFQ/PO no change of date
4 RFQ/PO no changes
A Fixed RFQ
B Fixed RFQ/purchase order
R REL PR
X Blocked

Release Strategies:

It defines the approval process of Purchase Requisition. Here we define the order in which individuals or departments release the PR in sequence.

Rel. Grp. Rel. Str. Description
P1 A1         PR Release Strategy

Release Codes
R1 Creator
R2 Checker
R3 Approver

Now click on push button “Release Prerequisites” and tick the check box in ascending order and press Continue

Click on push button “Release Statuses” and check the release statuses and press Continue

Click on push button “Classification” and define the values in the characteristic or can define the values in the Transaction Code CL20N or CL24N

Click on push button “Release Simulation” and check whether release is getting affected for configured release codes or not.


Now create the Purchase Requisition with T. Code – ME51N with the above condition define in the Characteristic and click on Check button, this will activate the Release Strategy tab in the Header Level of the Purchase Requisition

For Individual Release – ME54N

For Collective Release – ME55