How to Set Up a Release Procedure for Purchase Requisitions (PR) 

Introduction

The release procedure for Purchase Requisitions (PR) in SAP is an essential approval process that ensures procurement requests are authorized before proceeding to the next stage. This guide will walk you through configuring a simple PR release strategy, including key terminologies, SAP transactions, and best practices. By the end of this guide, you'll know how to:
  • Define characteristics and link them to communication structures
  • Create release groups, codes, and indicators
  • Set up release strategies and authorization profiles
  • Use SAP transactions for PR creation and approval
Let’s dive into the step-by-step process.

Understanding the Release Procedure for PR

What is a Release Procedure?

A release procedure in SAP allows businesses to control procurement by implementing approval steps for:
  • Purchase Requisitions (PR)
  • Purchase Orders (PO)
  • Requests for Quotations (RFQ)
  • Outline Agreements
  • Service Entry Sheets
If you understand how to configure one, you can apply similar principles to others.

Example Scenario for PR Release Procedure

Consider a company with two plants:
 
Plant PR Item Value ($) Approval Required
New York (Plant 3100) 0 - 1000 Approved by Person B
New York (Plant 3100) > 1000 Approved by Person B, then Person C
London (Plant 3600) > 1000 Approved by Person A, then Person C

To implement this, we will configure SAP release strategies based on the plant and item value.

Key Terminologies in PR Release Procedure

1. Release Codes

Represent approval levels (e.g., Person B, Person C).

2. Release Groups

Grouping of multiple release strategies.

3. Release Strategy

A unique set of conditions, sequences, and approval levels.

4. Release Indicator / Status

Represents the PR's approval stage (e.g., Blocked, Final Release).

Step-by-Step Setup for PR Release Procedure in SAP

1. Define Characteristics & Link to Communication Structure

SAP allows certain PR fields to be used for release strategies. Here, we will use:
 
Field Description
CEBAN-WERKS Plant
CEBAN-GSWRT Item Value

Transaction Code (Tcode): CT04

Steps:

  1. Go to Tcode CT04
  2. Create characteristics for:
    • Plant → Characteristic: Z_WERKS
    • Item Value → Characteristic: Z_GSWRT
  3. In the Additional Data tab, enter the table/field name.
  4. Select Multiple Values and Intervals Allowed (for value ranges).
  5. Save the characteristic.

2. Create a Class & Link to Characteristics

A class groups multiple characteristics together.

📌 Tcode: CL01

Steps:

  1. Enter Class Name (e.g., Z_PR).
  2. Set Class Type to 032.
  3. Link characteristics (Z_WERKS and Z_GSWRT).
  4. Save.

3. Configure Release Groups

Release groups control which strategies apply.

📌 Tcode: OMGQ

Steps:

  1. Create two release groups (AA and AB).
  2. Link the class (Z_PR).
  3. Save.

4. Define Release Codes

Release codes define individual approval levels.

📌 Tcode: OMGQ

Steps:

  1. Create release codes for each approval stage:
    • L1 (Person B)
    • L2 (Person C)
  2. Link codes to release groups.
  3. Save.

5. Set Up Release Indicators

Release indicators define the PR status.

📌 Tcode: OMGQ

Standard SAP indicators:

  • X (Blocked – PR cannot proceed)
  • 2 (Released – PR can proceed to PO/RFQ)
Steps:
  1. Define indicators based on approval status.
  2. Configure which documents can be created from the PR.
  3. Save.

6. Configure Release Strategies

Release strategies define approval rules.

📌 Tcode: OMGQ

Example Setup:
 
Release Group Strategy Code(s) Required Plant
AA S1 L1 3100
AA S2 L1, L2 3100
AB S2 L1, L2 3600

Steps:

  1. Define strategy codes.
  2. Assign prerequisites (e.g., L2 can only approve after L1).
  3. Set values for classification (CL24N).
  4. Save.

7. Set PR Release at Item or Document Level

PR release can be configured at:
✔ Item Level (Recommended)
✔ Document Level
📌 Tcode: OMGQ
Steps:
  1. Choose Item Level release.
  2. Apply to PR document types.
  3. Save.

8. Create & Allocate Authorization Profiles

Release codes must be assigned to users.
📌 Tcode: PFCG

Steps:

  1. Create three profiles (for three approvers).
  2. Assign respective release codes.
  3. Save.

Using the Release Procedure in SAP

1. Creating a Purchase Requisition

Transaction Code (Tcode): ME51N
  • Enter PR details for Plant 3600 and any value.
  • Check if the Release Strategy tab appears.
  • If missing, review the configuration.
✔ If correct, the PR will show:
  • Release Group: AB
  • Strategy: S2
  • Indicator: X (Blocked)
(Save the PR)

2. Approving a Purchase Requisition

Transaction Code (Tcode): ME55 (Collective Release)

Steps:

  1. Select the PR to approve.
  2. Click Save to release PR.
  3. The status will update based on release codes.
✔ Final Status:
  • L1 releases PR: Still blocked.
  • L1 & L2 release PR: PR is approved for PO/RFQ.

Conclusion

Setting up a release procedure for Purchase Requisitions (PR) in SAP ensures a controlled approval process. By defining characteristics, release groups, and authorization profiles, businesses can enhance procurement efficiency while maintaining compliance.

By following this guide, you can confidently implement a structured PR approval workflow in your SAP system.

FAQs

1. What is the purpose of a release procedure in SAP?

A release procedure ensures that purchase requisitions are approved before proceeding to purchase orders, reducing unauthorized procurement.

2. What are the key Tcodes for PR release procedures?

  • CT04 (Create Characteristics)
  • CL01 (Create Class)
  • OMGQ (Set Up Procedure)
  • ME51N (Create PR)
  • ME55 (Collective Release)

3. Can I set up multiple release strategies in SAP?

Yes, you can define multiple strategies based on plant, item value, document type, and more.

4. What happens if a PR is not approved?

If a PR is not approved, it remains in "Blocked" status and cannot be converted into a PO or RFQ.

5. Can I configure release procedures for Purchase Orders (PO)?

Yes, the same principles apply to Purchase Orders (PO), RFQs, and Service Entry Sheets.

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