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SAP Release Strategy Visualization

SAP Release Strategy Visualization

A complete guide to understanding and configuring release strategies for Purchase Requisitions (PR) and Purchase Orders (PO) in SAP MM

What is a Release Strategy?

A release strategy in SAP MM is an approval workflow for purchasing documents like Purchase Requisitions (PR) and Purchase Orders (PO). It defines who needs to approve these documents before they can be processed further.

Key Concepts of Release Strategy
  • Documents are sent for approval based on predefined criteria
  • Multiple approvers can be involved, depending on value thresholds
  • Release codes are assigned to specific approvers
  • Release is done at header level or item level
  • After all approvals, the document is released for further processing

Release Strategy Prerequisites

Before configuring a release strategy, you need to prepare the following:

1

Define Value Intervals

Specify value ranges and determine which approvers are responsible for each range.

Interval Approvers
0 - 10,000 Purchase Executive, Purchase Manager
10,001 - 100,000 Purchase Executive, Purchase Manager, Plant Manager
> 100,000 Purchase Executive, Purchase Manager, Plant Manager, VP
2

Define Release Codes

Assign unique release codes to each approver.

Approver Release Code
Purchase Executive R1 (for PR) / P1 (for PO)
Purchase Manager R2 (for PR) / P2 (for PO)
Plant Manager R3 (for PR) / P3 (for PO)
VP R4 (for PR) / P4 (for PO)
3

Define Characteristics

Define the criteria for which the release strategy will be triggered.

Characteristic PR Field Name PO Field Name Description
Plant WERKS WERKS Plant for which the document is created
Purchase Organization Not Applicable EKORG Organization responsible for purchasing
Purchase Group EKGRP EKGRP Group responsible for purchasing
Value GSWRT GNETW Total value of the document
Document Type BSART BSART Type of document (e.g., standard, service)
Technical Field Names

To find technical field names, use transaction code SC11 and enter the appropriate table:

  • For PR characteristics: Table EBAN
  • For PO characteristics: Table EKKO

Release Strategy Workflow

SAP Release Strategy Workflow Complete Process Flow from PR Creation to PO Release Legend PR Process PO Process Approved State Value Threshold Transaction Code Purchase Requisition (PR) Process Create Purchase Requisition Transaction: ME51N Value Assessment System determines required approvers based on PR value Table: EBAN, Field: GSWRT PR Approval Process Sequential approval by designated approvers Transaction: ME54N PR Approved Status changes to "Released" PR Approval Levels 0-10,000: 2 approvers (R1, R2) 10,001-100,000: 3 approvers (R1, R2, R3) >100,000: 4 approvers (R1, R2, R3, R4) Purchase Order (PO) Process Create Purchase Order Transaction: ME21N Value Assessment System determines required approvers based on PO value Table: EKKO, Field: GNETW PO Approval Process Sequential approval by designated approvers Transaction: ME29N PO Approved Status changes to "Released" Send PO to Supplier Document sent via email/print based on supplier settings Reference for PO Approval Process Details Purchase Executive Release Code: R1/P1 Purchase Manager Release Code: R2/P2 Plant/SCM Manager Release Code: R3/P3 VP Release Code: R4/P4 Value Thresholds 0 - 10,000: Two approvers 10,001 - 100,000: Three approvers >100,000: Four approvers Configuration Transaction OLME → Purchase Requisition/Order
PR vs PO Release Strategy Differences
  • Table Names: PR uses EBAN, PO uses EKKO
  • Field Names: Value field for PR is GSWRT, for PO is GNETW
  • Release Location: PR can be released at header or item level, PO is typically released at header level only
  • Approvers: Might have different approvers based on organization structure

Purchase Requisition (PR) Release Strategy Configuration

The PR release strategy determines who needs to approve a purchase requisition before it can be converted to a purchase order.

Access Release Strategy Configuration

Navigate to the configuration using one of these methods:

  • Path: SPRO > IMG > Materials Management > Purchasing > Purchase Requisition > Release Procedure
  • Transaction code: OLME > Purchase Requisition > Release Procedure

Choose Procedure Type

Select "Setup procedure with classification" to enable release at both header and item level.

Without classification, release can only be done at item level.

Define Characteristics

Create characteristics for each criteria using transaction CT04:

  1. Enter a name for your characteristic (e.g., PR_PLANT)
  2. Click "Create"
  3. Go to "Additional Data" tab and enter:
    • Table name: EBAN
    • Field name: Technical field name (e.g., WERKS for plant)
  4. In "Basic Data" tab, select value assignment (single value or multiple values)
  5. In "Values" tab, enter the values for which this characteristic applies
  6. Save the characteristic

Repeat for all required characteristics (Plant, Purchase Group, Value, Document Type)

Create a Class

Create a class to group all characteristics:

  1. Enter a name for the class (e.g., PR_CLASS)
  2. Enter class type: 032 (standard for release strategy)
  3. Click "Create"
  4. Click on "Characteristics" and assign all the characteristics you created
  5. Save the class

Define Release Group

Create a release group:

  1. Enter a 2-digit code for the release group
  2. Enter the same description as your class
  3. Optionally check "Overall release of purchase requisitions" to enable release at header level
  4. Save the release group

Define Release Codes

Create release codes for each approver:

  1. Enter the release group code
  2. Enter a unique release code for each approver (e.g., R1, R2, R3, R4)
  3. Enter a description for each code (e.g., Purchase Executive, Purchase Manager)
  4. Save the release codes

Maintain Release Indicators

Configure how the system handles changes to documents:

  • Use indicator "4" (Changeable, new release in case of new strategy or value change)
  • This enables re-approval if document value changes

Create Release Strategies

Define the actual release strategies:

  1. For each value threshold, create a new strategy
  2. Assign the appropriate release codes for that threshold
  3. Configure release prerequisites (which approver must approve before others)
  4. Configure release status (blocked or released based on approvals)
  5. Configure classification (which plant, purchase group, etc. this strategy applies to)
  6. Set the value range for the strategy
  7. Simulate the release to ensure it works correctly
  8. Save the strategy
Testing PR Release Strategy

After configuration, create a purchase requisition (transaction ME51N) and verify that:

  • The release strategy tab appears at the header or item level as configured
  • The correct approvers are shown based on the document value
  • Approvers can release the document using transaction ME54N

Purchase Order (PO) Release Strategy Configuration

The PO release strategy determines who needs to approve a purchase order before it can be sent to a supplier.

Access PO Release Strategy Configuration

Navigate to the configuration using one of these methods:

  • Path: SPRO > IMG > Materials Management > Purchasing > Purchase Order > Release Procedure
  • Transaction code: OLME > Purchase Order > Release Procedure

Define Characteristics

Similar to PR, but using different table and field names:

  1. Use transaction CT04
  2. Create characteristics with table name EKKO
  3. Use appropriate field names for PO (e.g., GNETW for value instead of GSWRT)
  4. Include Purchase Organization (EKORG) as a characteristic

Create a Class

Similar to PR, create a class for PO:

  1. Enter a name (e.g., PO_CLASS)
  2. Enter class type: 032
  3. Assign all PO characteristics

Define Release Group and Codes

Create a release group and codes for PO:

  1. Create a 2-digit code for the PO release group
  2. Create release codes (e.g., P1, P2, P3, P4) for each approver

Maintain Release Indicators

Configure release indicators:

  • Use indicator "4" for flexibility with changes
  • Set appropriate options for quotation and purchase order release

Create Release Strategies

Define strategies for different value thresholds:

  1. Strategy 1: 0-10,000 (Purchase Executive, Purchase Manager)
  2. Strategy 2: 10,001-100,000 (Purchase Executive, Purchase Manager, Supply Chain Manager)
  3. Strategy 3: >100,000 (Purchase Executive, Purchase Manager, Supply Chain Manager, VP)

For each strategy, configure:

  • Release prerequisites (approval hierarchy)
  • Release status (when document is blocked or released)
  • Classification (which plants, purchase orgs, etc.)
  • Value thresholds
Testing PO Release Strategy

After configuration, create a purchase order (transaction ME21N) and verify that:

  • The release strategy tab appears in the header
  • The correct approvers are shown based on document value
  • Approvers can release the document using transaction ME29N
  • Once fully approved, the PO can be sent to the supplier

Approval Flow Visualization

The approval flow follows a sequential process, with specific approvers based on document value.

Value Range: 0 - 10,000
Purchase Executive
R1/P1
Purchase Manager
R2/P2
Document Released
Value Range: 10,001 - 100,000
Purchase Executive
R1/P1
Purchase Manager
R2/P2
Plant/SCM Manager
R3/P3
Document Released
Value Range: > 100,000
Purchase Executive
R1/P1
Purchase Manager
R2/P2
Plant/SCM Manager
R3/P3
VP
R4/P4
Document Released

Sequential Approval Process

The approval process follows a strict sequence:

  1. Document is created and saved
  2. System determines which approvers are required based on value and other characteristics
  3. First approver (Purchase Executive) receives notification
  4. After first approval, next approver receives notification
  5. Process continues until all required approvers have approved
  6. Document status changes from "Blocked" to "Released"
  7. For PO, once released, it can be sent to the supplier
Important Note on Approval Flow

The approval flow is sequential and dependent. Later approvers can only approve after earlier approvers have completed their approval. This ensures proper oversight and control in the procurement process.

Important Transaction Codes

These transaction codes are essential for configuring and using release strategies.

Configuration Transaction Codes

OLME

Main entry point for purchasing configuration, including release strategy

CT04

Create and maintain characteristics for release strategy

SC11

Display table fields to find technical field names

PR-Related Transaction Codes

ME51N

Create purchase requisition

ME52N

Change purchase requisition

ME53N

Display purchase requisition

ME54N

Release purchase requisition (for approvers)

PO-Related Transaction Codes

ME21N

Create purchase order

ME22N

Change purchase order

ME23N

Display purchase order

ME29N

Release purchase order (for approvers)

Important Tables

Table Name Description Used For
EBAN Purchase Requisition Header and Item Data PR Release Strategy (Technical Field Names)
EKKO Purchase Order Header Data PO Release Strategy (Technical Field Names)
EKPO Purchase Order Item Data PO Item-level Information

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