Developing an Effective Release Strategy for PR in SAP MM

Approving a purchasing document involves the process of releasing it. To facilitate this, our MM consultant has the ability to establish release procedures. There are numerous options available for managing and controlling the release of these documents.

Release Strategy in SAP MM

There are various strategies that can be implemented in different scenarios. For instance, a release strategy can be established based on the type of document or important information related to a purchasing document such as the purchasing organization or group.

In many instances, the release strategy commonly employed revolves around the monetary worth of the procurement document.

Release Strategy Definition in SAP MM

Step 1) We can establish a release strategy that will only prompt for manual approval when purchasing documents exceed the value of 100 Eur. This means that purchase orders below this threshold, such as those worth 50 Eur, will be automatically released without requiring any further approval. However, if the purchase order exceeds 100 Eur, it will need to go through the release process before it can proceed.

To accomplish this, it is necessary to define a specific attribute in the system.

In the CT04 transaction, we have the option to define the NETVALUE characteristic. The requirement is that its value should exceed 100 Euros.

In the second step, we assign the purchase document value field CEKKO-GNETW to a characteristic on the additional data tab.

Step 3) It is also necessary to define a category that contains the attribute.

To achieve this, you can use the CL02 transaction code. In order to create a class, you will need to specify its name, type, description, status, validity period and whether it has the same classification as another class.

Step 4 involves the process of assigning a characteristic to a class. Once this is done, we can proceed to assign the NETVALUE to a specific class known as REL_PUR.

Step 5) The next set of actions must be performed in the customization process.

Once the strategy is finalized, it is prepared and available for testing in the live system.

In the sixth step, it is observed that when a purchase order is generated with a value exceeding 100 Eur, it will not be automatically released. However, if the purchase order amount is less than 100 Eur, it will be autoreleased.

1. The presence of these two statuses signifies that our purchase order is undergoing a release process, which requires approval before any further actions can be taken. On the other hand, if it is marked as Blocked, it means that the release has not yet been granted.

2. The value of the purchase order amounts to 24,000 Euros, surpassing the threshold of 100 Euros.

Currently, we possess a purchase order that necessitates approval in order to be considered valid for subsequent actions.

Understanding the SAP MM Release Strategy Indicator

The Released indicator is a tool that determines if messages, specifically purchase order documents in output format, can be sent for a particular purchase order. This indicator helps in controlling the transmission of these messages based on certain criteria or conditions set by the user. For example, if an order has not been released yet, the Released indicator may prevent any messages from being transmitted until it is activated.

On the other hand, the Changeability indicator serves to demonstrate how changes made to a purchase order can impact its processing and release strategy. When modifications are made to a PO, such as altering quantities or adding new items, it may require reevaluation of the release strategy. The Changeability indicator provides visibility into whether these changes will affect existing strategies or necessitate determining new ones.

When creating a PO, they can set the Released indicator accordingly. If they want immediate transmission of PO documents upon creation without any additional approval steps required, they would activate this indicator so that messages can be sent right away.

Purchase Order Release Strategy in SAP MM

To initiate the release of the procurement document, we have the option to utilize transaction code ME28.

1. Carry out the transaction code.

2. Input the required release code (mandatory) and release group (optional).

3. Preferences – maintain default settings as shown on the screen below.

5. Execute the command.

In the following screen, we will be able to view the purchase orders that have been chosen based on our specified criteria.

Select the purchase order that you wish to release by clicking on it. Then, simply click on the release button.

The purchase order has been marked as released, indicating a change in its status.

Step 3) You can see in the ME23N or ME22N transaction that our purchase order has altered statuses. “Release completed” and ” Released” statuses are now shown in the PO header data.

The process flow remains consistent for all types of purchase documents such as purchase requisitions, quotations, and others.

Understanding the Release Strategy with Classification in SAP MM

In general, when documents are not classified, they can be released for internal purchasing purposes. On the other hand, when documents have a classification, they can be used for both internal and external purposes.

List:

– Documents without classification: Used to release internal purchasing documents.

– Documents with classification: Can be utilized for both internal and external documents.

Release Cancellation in SAP MM

In order to make changes to a purchasing document that has already been released, the first step is to reverse the release of the document.

You have the option to perform this action within the ME28 transaction. Simply select the Cancel release checkbox and proceed with executing the transaction.

In the second step, a list of purchase documents that can be cancelled will be displayed for you to review.

1. Select the relevant document.

2. Click on the button to cancel the release.

If the release strategy and indicator do not permit reversals, it is not feasible to cancel a release. This configuration is maintained at both the release indicator and release strategy levels.

You can test a release strategy used by the purchasing document by clicking the ” Release Strategy ” button on the above screen. You can also simulate the strategy output with Simulate release button.

Release Strategy in SAP MM – Process for Purchase Order

The release strategy in SAP MM refers to the procedure followed for purchase orders. It is a defined process that determines the approval levels required before a purchase order can be released and processed further. This strategy ensures that all necessary approvals are obtained, based on predefined criteria such as the value of the purchase order or specific characteristics of the material being ordered.

In this process, different release codes are assigned to various individuals or groups responsible for approving purchase orders at different levels. These release codes determine who has authority to approve or reject a particular purchase order based on their role and responsibilities within the organization.

The release strategy can be configured in SAP MM using customizing settings where you define conditions for triggering each level of approval based on factors like purchasing group, plant location, material type, etc. These conditions help ensure that only relevant individuals are involved in approving specific types of purchases.

By implementing an effective release strategy in SAP MM, organizations can streamline their procurement processes and ensure compliance with internal controls and regulatory requirements. This helps prevent unauthorized purchases while promoting transparency and accountability throughout the procurement cycle.

Number of Release Strategy Levels in SAP MM

When implementing the release procedure without classification in SAP MM, it is specifically designed to be used for Purchase Requisitions. This means that other documents such as purchase orders or contracts will not follow this particular procedure.

The purpose of having a release strategy in place is to ensure proper authorization and control over purchasing activities. By assigning different levels of release codes, organizations can establish an approval hierarchy where higher-level personnel review and approve requisitions before they are processed further.

Releasing PR in SAP: A Guide

To initiate the release of a Purchase Requisition (PR) in SAP MM, you can use transaction codes ME54N or ME55. To delete a line item in the PR using transaction code ME52N, simply click on the desired line item and then select the “Delete” button.

The purchase requisition release strategy: what is it?

The release strategy in SAP MM determines the approval process for purchase requisitions. It outlines the release codes required to approve a complete purchase requisition or individual requisition items, as well as the specific sequence in which approvals must be given.

1. The release strategy is essential for managing and controlling the approval process of purchase requisitions.

2. It involves assigning release codes to indicate when a complete PR or its items can be approved.

3. The sequence of approvals is defined within the release strategy, ensuring that all necessary authorizations are obtained before proceeding with procurement activities.

4. Release strategies can vary based on factors such as value limits, material groups, plant locations, or any other relevant criteria.

5. Configuring and maintaining release strategies require expertise in SAP MM module and understanding of organizational purchasing policies.

6. Once a PR is released according to the defined strategy, it becomes eligible for further processing like converting into a purchase order.

By implementing an effective release strategy for PRs in SAP MM, organizations can streamline their procurement processes while ensuring proper authorization and control over purchasing activities.

Katy