RELEASE STRATEGY

Release strategy is approval procedure for purchasing documents. The manner in which these
procedures are configured is called as “Release strategy”. A release strategy involves a process
where an approver verifies documents data (such as material, Quantity and value) and then
authorizes the purchase.

In SAP system we can define maximum 8 levels of approval

Types of Release Strategy

1. Release procedure without classification

2. Release procedure with classification

WITHOUT CLASSIFICATION WITH CLASSIFICATION

1. With this procedure document can only be 1. With this procedure document can only be
released at item level released at both item level and header level
2. For without classification characteristics are 2. For with classification characteristics you can
Account assignment category, Material group, define your own characteristics
Plant and Total value only 3.It is used for both internal &external
3. It is used for Internal documents only documents
EX: Purchase Requisition (PR) EX: PR, PO , RFQ
4. We rarely use this 4. It is widely used for release

RELEASE STRATEGY FOR PURCHASE REQUISITION (PR)

It involves following steps

1. Edit Characteristics

2. Edit Class

3. Set up Procedure with Classification

Both Item level and Header level release is possible for PR. But we mainly prefer Item level Release

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1. Edit Characteristics T codes: CT04

Here we are telling system about what all the parameters are to be looked into release/block PR

Followings can be considered for Characteristics

 Document type
 Plant
 Purchase Organization
 Item value
 Item category

OLME  Purchasing Purchase requisition  Release procedureProcedure with

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Once we click on edit characteristics below screen opens

We are considering the 1) Value of PR 2) Plant 3) Purchase group as characteristics

1. Value of PR

Table Name  CEBAN

Field Name  GSWRT

Value of purchasing document is considered as must for release procedure

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2. Plant

Plant for PR

Table name CEBAN

Field nameWERKS

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3. Purchase Group

Purchase group

Table name CEBAN

Field NameEKGRP

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All characteristics have been saved.

2. Edit Class T Code: CL02

Here we will assign all characteristics into the one class

OLME  Purchasing Purchase requisition  Release procedureProcedure with classification

Once we click on  edit class below screen opens

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Assign all characteristics to the CLASS

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3. Set up Procedure with Classification

OLME  Purchasing Purchase requisition  Release procedureProcedure with classification

As per client requirement these are the levels of approvals

1. 10000 – 20000 INR Purchase Officer

2. 20001 – 50000 INR Purchase Officer, Purchase manager

3. >50000 INR Purchase Officer, Purchase manager, Deputy Manager

Once we click on set up procedure with classification below screen opens

Here we have to configure our release strategy.

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1. Release Groups

Release group AK has been created and our Class has been assigned to it.

2. Release Codes

3. Release Indicator

4. Release Strategies

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1. Group  AK

Release strategy 1 (10000 – 20000 INR)

Release code  A1 (Purchase Officer)

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2. Group  AK

Release strategy 2 (20001 – 50000 INR)

Release code  A1 (Purchase Officer), A2 (Purchase manager)

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3. Group  AK

Release strategy 3 ( > 50000 INR)

Release code  A1 (Purchase Officer), A2 (Purchase manager), A3 (Deputy Manager)

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Final Release simulation

Let’s create a PR T code: ME51N

Material 000000000020000120

Material 000000000020000121

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Purchase requisition number 0010048582 created

Let’s release the PR T code: ME54N

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Finally our PR 10048582 has been released

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Important T codes

ME51N Create Purchase Requisition

ME52N Change Purchase Requisition

ME53N Display Purchase Requisition

ME54N Individual Release

ME55 Collective Release

OLME Purchasing view

ME5A List display of PR

Important Tables

EBAN Purchase requisition Item level

EBKN Purchase requisition account assignment

Interview Questions

1. Why we prefer PR to release at item level only?

2. How many levels of approval is possible for PR?

3. What is Characteristics?

4. Explain release strategy?

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