How can I create the release procedure for PR?
SAP version used for this post: SAP ECC (ERP Central Component) 5.0
Setting up simple Release Procedure for Purchase Requisitions :
Release Procedures (approval) can be used for Purchase Requisitions (PR), Purchase Orders (PO), RFQ's, Outline Agreements and Service Entry Sheets. The principle is exactly the same for all. If you can master one, you will know them all.
Lets set up release procedures for PR for the following example:
Our company have got 2 plants: Plant 3100 (London) and plant 3600 (New
- Strategies & Codes
--------------- DETAILS OF SETTING IT UP ---------------
Here we define which fields are used to determine the strategy that will kick in. In our case we used 'Plant' and 'Item value'. Not all fields in the PR can be used. For a full list of fields that can be used to determine the release strategy, see tcode se12 table CEBAN.
So the two fields that will be used is:
Field CEBAN-WERKS for Plant
We need to create a characteristic for every field. Tcode CT04 Any characteristic name can be used. Keep something descriptive to avoid confusion.
For Item Value -- lets create characteristic Z_GSWRT
First go to Additional Data tab and enter the table/field (and Enter)
Enter currency to be used in the Basic data tab.
The Intervals allowed will allow us to assign a range of values, example: If PR value is 0 - 1000 USD .....
Save the characteristic
For Plant -- characteristic Z_WERKS
Again set multiple values and save the characteristic
Create Class & link to characteristic
Create a class (simply to group the characteristics). Again any name can be used. Tcode CL01 -- Create Class. The Class Type must be 032.
Configure Release Procedures
Above actions was all master data. We now need to do some configuration. Menu: IMG > Materials Management > Purchasing > Purchase Requisition > Release Procedure > Procedure with classification > Set up procedure -- (tcode OMGQ in older SAP versions)
Create Release Groups & link to class
We have two groups to create AA and AB. We need to indicate the class we are working with, in out case Z_PR.
Create Release Codes
Create all the release code / group combinations. This is all the dots in diagram above. So we have 4.
Later on, authorization profiles will be linked to these code / group combinations.
First we create the different statuses that the PR can be in throughout it lifecycle. Later on (below), we will be linking using these statuses. Here are the standard SAP indicators; we probably wouldn't need to add any.
We will be using two of these -- X (Block) and 2 (Released)
Under the Details section, you can indicate which documents can be created from this PR. For Indicator 2, one can create PO's and RFQ's.
With Field Selection you can define which fields can be changed. This is the same indicator that gets used with document type configuration to make some fields read only, mandatory, hidden.
Set up strategies - Strategy & Codes
Every line in our diagram above is a strategy. So We have three Lets call them: Group AA / Strategy S1 -- Code L1 (for plant 0001) Group AA / Strategy S2 -- Code L1 & L2 (for plant 0001) Group AA / Strategy S2 -- Code L1 & L2 (for plant 0002)
Here are the settings for AA / S2
Set up strategies - Prerequisites
Fir every strategy, we need to define a release prerequisites. This indicates if one code needs to take place before the other. In this case, level 2 (L2) can only take place if level 1 (L1) has been released.
Set up strategies - Status
this is also done for every strategy. The screen is dependant on what groups were linked to the strategy as well as prerequisites that was set up. In this example:
- if nobody releases it then PR is block.
Out of interest, the reason why there is not a L2 only option is because of the setting in the prerequisites.
Set up strategies - Values for strategies
The values linked to strategies are master data (not configuration) and can be set in two places. Either within the configuration itself -- selecting the classification button
Or, in classification, example CL24N
Both methods work, the advantage of CL24N is that all the strategies can be viewed easier.
Set overall / item for doc type (PR only)
For Purchase Requisitions, there is an option to release either on item level or on document level. For PO / RFQ / Contracts, one can only release on header level. Back to the PR, it is highly recommended to use item release. This can be done in two places.
Firstly where the groups were created
On the document type configuration for PR
Create and allocate authorization profiles
In our example we will have three people releasing, so three profiles will need to be created. Authorization profiles can be created using tcode PFCG.
Usages of PFCG are not being discussed here, but see below for relevant screen where the profile was created.
--------------- USING RELEASE PROCEDURES ---------------
Lets create a PR, and see if the release procedure kicks in. In our case we will create it for plant 3600 and any value. So we will expect Strategy AB / S2 to kick in.
Create PR -- me51n
If no 'Release strategy' tab, then it didn't work. In this case all is fine. The user can see the Release Group (AB), Strategy (S2) and release indicator (X).
Release a Purchase Requisition
Releasing can be done per PR or collective. Lets' use the collective release. SAP Menu: Logistics > Material Management > Purchasing > Purchasing Requisition > Release > Collective Release -- ME55
Select all the items to be released and then hit Save. You will see the status of the item change to the next Release Indicator.
This is the absolute basics of setting up Release Procedures for Purchase Requisitions.
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