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Release Procedure in Purchasing

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Release 46C

SAP AG

Release Procedure: Overview

Copyright
Copyright 2000 SAP AG. All rights reserved.
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Symbols
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Meaning
Caution
Example

Recommendation
Note
Syntax
Tip

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Release Procedure: Overview

Contents
This document provides an overview of the steps you must carry out to set up a release (approval, or
clearance) procedure for documents such as requisitions or purchase orders.

Copyright ________________________________________________________________________ 2
Symbols _________________________________________________________________________ 2

How Do You Define a Release Procedure?______________________________ 4


1

Create Characteristics _________________________________________________ 5

Create Class _________________________________________________________ 7

Define Release Strategy ________________________________________________ 8

3.1

Create Release Group________________________________________________ 8

3.2

Create Release Codes _______________________________________________ 8

3.3

Create Release Indicators _____________________________________________ 9

3.4

Create Release Strategies____________________________________________ 10

3.5

Workflow: Assign Release Code to Release Point _________________________ 11

How Does the System Find the Right Release Strategy? _________________ 12
Prerequisites ___________________________________________________________ 12
Process Flow ___________________________________________________________ 12
Example_______________________________________________________________ 13

Glossary ________________________________________________________ 15

The relevant menu paths and descriptions are based on SAP Release 4.6B/C. However, you can also
make all settings in earlier SAP Releases.

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Release Procedure: Overview

How Do You Define a Release Procedure?


In order to set up a release procedure with classification, you must make certain settings in
Customizing. This section provides an overview of the necessary activities.

Prerequisites
If you want to use workflow to release requisitions and external purchasing documents, you must
make the standard and basic settings for workflow in the Implementation Guide (IMG) (Basis
Business Management SAP Business Workflow).

Activities
You must perform the following steps:
Procedure without link to
workflow

Procedure with link to workflow

Path*

Prerequisites:

IMG: Basis Business Management


SAP Business Workflow Edit
Organizational Plan

Define organizational plan

Assign standard tasks and


IMG: Basis Business Management
activate event-receiver linkage SAP Business Workflow Perform
Task-Specific Customizing

Create characteristics

Create characteristics

SAP menu: Logistics Central


functions Classification system
Master data Characteristics

Create class

Create class

SAP menu: Logistics Central


functions Classification system
Master data Classes

Set up release procedure with


classification

3.2 Create release code

Set up release procedure with IMG: Materials Management


classification
Purchasing <Purchasing object>
Release Procedure for <Purchasing
3.1 Create release group
object> Define Release Procedure
for <Purchasing object>
3.2 Create release code

3.3 Create release indicators

3.3 Create release indicators

3.4 Create release strategy

3.4 Create release strategy

3.1 Create release group

3.5 Assign release code to


release point

* SAP Release 4.6B/C

As of SAP Release 4.6B, a check report is available in Customizing for Purchasing, with which you
can test your Customizing settings for the release procedure. It enables you to check whether you
have set up the release procedure for the relevant purchasing documents properly and completely.

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Release Procedure: Overview

1 Create Characteristics
Classification characteristics are the criteria for a release condition. If the criteria of a release condition
are satisfied, the associated release strategy is assigned to the purchasing object in question (e.g. a
requisition or purchase order).

Release condition for release strategy BA:


Characteristic

Characteristic value

Total value of purchase requisition

Above $10,000

If the total value of a purchase requisition exceeds $10,000, release strategy BA is assigned to the
requisition.

Prerequisites
In the communication structure for purchase requisitions (CEBAN) and external purchasing
documents (CEKKO), you will find all the fields that can be used as characteristics for a release
condition (e.g. MATKL for the material group and GSWRT for the value of the item).
Check which fields you wish to use as characteristics for your release strategy. To do so, choose
Tools ABAP Workbench Development Dictionary, enter CEBAN or CEKKO in the Database
table field, and choose Display.

Activities
1. Create a characteristic for each field of the communication structure (CEBAN or CEKKO) that is to
serve as a criterion for your release strategy. You have a free choice of names for the
characteristic.
2. Specify the table and field names on the tab page Additional data (e.g. table CEBAN for field
GSWRT).

Do not select any of the indicators in the Procedure for value assignment area on the tab page
Additional data. Only if none of these indicators is selected can you assign a value or value
interval to the characteristic when defining your release strategy.
- If you create a characteristic for a currency-dependent field (e.g. GSWRT), a window
appears, in which you have to enter the currency for this value. The system then translates
the currency of the purchase requisition into this currency.
3. Check the data for the chosen field on the tab page Basic data. If you wish to enter several values
or value intervals for a characteristic, select the Multiple values indicator in the Value assignment
area.

Value intervals can only be specified for numeric values (e.g. an interval from $10,000 to 15,000
for the value of a requisition item).
4. Check the texts for the field on the tab page Descriptions.
5. You can maintain default values for a characteristic on the tab page Values. If you maintain values
here, they will be displayed to you as input help under Create Procedure with Classification
Release Strategy Classification. If you wish to use not only the values from the input help but
also other values, you must select the Additional values indicator.

You can also maintain ' ' as a default value (for the account assignment perhaps, e.g. ' ' for stock
material, 'K' for cost center, and 'A' for asset).
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6. If you want to restrict the use of a characteristic to certain class types, enter the relevant types on
the tab page Restrictions (e.g. class type 032 for the release strategy).

Customer Exits
The following customer exits allow you to change the communication structure for determining the
release strategy:

Purchase requisition
- M06B0002 for item-wise release
- M06B0005 for overall release

External purchasing documents


- M06E0004

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2 Create Class
You group together those characteristics that are to constitute a release condition for a release
strategy in a class. In the worksteps Set up Procedure with Classification and Define Release
Procedure for <purchasing object>, you assign this class to the release procedure.

Activities
1. Create a class with the class type 032. You have a free choice of names for the new class (e.g.
REL_PREQ for the release of requisitions.
2. Assign a description for the new class on the tab page Basic data.
3. You can display an error message if different characteristics with identical values have been
assigned to a class. To do so, select the Check with error message indicator in the Same
classification area.
4. If you wish, maintain search terms (enabling you to conduct searches for your class) on the tab
page Keywords.
5. Assign your characteristics to the class on the tab page Characteristics.

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3 Define Release Strategy


In this step, you set up the release procedure with classification. You can also link the release
procedure to workflow.

Prerequisites

In the case of a release procedure with a link to workflow, you must have previously created the
user names, positions, jobs, etc. that you assign to the release code at this point in the
organizational plan and have linked them to the relevant standard tasks in task-specific
Customizing (Basis Business Management Business Workflow Perform Task-Specific
Customizing).
You must assign the authorization M_EINK_FRG to the persons who are to participate in this
release procedure (Authorization Management Create Authorization Profiles and Assign to
Users).

Activities
Here the following worksteps are necessary:

Create release group

Create release codes

Create release indicators

Create release strategy

Workflow: Assign release code to release point

3.1 Create Release Group


Define a release group for your release procedure by:

Assigning the release group to either the overall or item-wise release method using the
OverReqRel indicator

You determine whether a requisition has to be released in total or item by item via the document
type. If you have defined overall release for the document type "NB purchase requisition for
example, a requisition of the document type "NB" cannot be released item by item. The release
group for overall release, for example, is thus only valid for the document types subject to overall
release.

Assigning a class, thereby assigning release conditions to the release procedure

In the case of purchase requisitions, you must assign the same class to all release groups with
the same type of release (item-wise or overall release).

You have assigned the class "PReq_overall" to the release group for overall release "01". If you
also create the release group "02" for overall release, you must likewise assign the class
"PReq_overall" to this group.

3.2 Create Release Codes


Here you create the release codes you need for your release strategy and assign the codes to your
release group. If a release code is to be used in workflow, you indicate this in the Workflow field.
The Workflow indicator also controls role resolution:

"1 Role resolution with group, code, and plant (T16FW)"


Here you use a role resolution that is supplied in the standard system. You must assign a release
code to the release point in the section Workflow: Assign Release Code to Release Point (see
below).

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"9 Role resolution via user exit"


Here you use customer exit M06B0001 for requisitions and M06E0005 for external purchasing
documents to define a role resolution of your own.

3.3 Create Release Indicators


A release indicator shows the release status of a purchasing object. In the standard system, you will
find predefined indicators that you can use for your release strategy.
Note:
You need the following release indicators for every release procedure:

Release indicator for initial status


As a rule, a purchasing object must first be released before it can undergo further processing
(e.g. before an RFQ or a PO can be entered in respect of a purchase requisition). For this reason,
a release indicator that blocks such further processing is assigned to a purchasing object at the
time the latter is created.
On the detail screen for this indicator, you may not select:
-

The indicators denoting release for the issue of RFQs and POs (in the case of requisitions)
The Released indicator (in the case of external purchasing documents)

In the standard system, the release indicator "x - Blocked" is already defined for the initial status
of purchase requisitions.

Release indicator for released status


This indicator is assigned to the purchasing object when it has been released.
The following indicators must be selected for this release indicator:
-

In the case of requisitions, you must select the indicator denoting release for the issue of
RFQs or POs. (At least one of the available indicators must be selected.)
In the case of POs, you must select the Released indicator.

In the standard system, several release indicators have already been defined in this way for the
released status of requisitions (e.g. quotations can be solicited for a requisition with the release
indicator "1 - RFQ".
If you need additional release indicators, you must maintain the following:

Release Status
In the Details area, you specify the status a purchasing object with this release indicator is to
have. In the standard system, for example, quotations can be solicited in respect of a requisition
with the release indicator "1 - RFQ".

Field Selection Key


Via the field selection key, you specify which fields in a purchasing object may be changed or
must be populated, for example, with this release indicator.

Changes After the Start of the Release Procedure


- With the Changeability indicator, you specify how changes affect a purchasing object (e.g.
that a new release strategy has to be determined for a changed requisition).
- Via the value change criterion, you can determine that the release procedure is re-started if a
purchasing object is changed and the value of an item thereby increases by a certain
percentage (e.g. 10%). To achieve this, set the Changeability indicator to "4 Changeable,
new release in case of new strategy or change in value" and enter a percentage in the Value
change field.

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Release Procedure: Overview

3.4 Create Release Strategies


Create a release strategy for your release group and assign your release codes.

Release Prerequisites
With the release prerequisites, you specify the order in which the individual release points
(release codes) may effect release (signify approval).

The following table shows release prerequisites for a release strategy with four release codes:
Release prerequisite
01
Release code

02

03

01

02

03

04

04

In this release strategy, the release codes 01, 02, 03 and 04 must successively release the
requisition.
Read the table from left to right. The third line for release code 03, for example. Release
prerequisite for code 03 is release with codes 01 and 02. In other words, the requisition must be
released with codes 01 and 02 before it can be released with code 03.

Release Statuses
Here you specify which status a purchasing object has after certain release points have effected
release.
Specify which release indicator a purchasing object is to have after being released by a certain
release code.

Classification
In Classification, you maintain the values assigned to characteristics. Via the characteristics and
their values, you specify the requisitions or external purchasing documents to which your release
strategy is assigned.
Maintain values (individual values or intervals) for your characteristics.

Value intervals can only be specified for numeric values (e.g. an interval of $10,000 to $15,000 for
the value of a requisition item.

Two characteristics and their values have been maintained in classification for release strategy
'BA':
- Document type
'NB Purchase requisition'
- Total value
Above $10,000
All requisitions with document type and a total value exceeding $10,000 are thus subject to a
release procedure with the release strategy 'BA'.

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Simulation of Release
Using the release simulation function, you can check which status a purchasing object with a
certain release strategy will achieve after a certain release point has effected release.
Choose "Simulate release" and effect release by double-clicking on the release code. You then
see which status the purchasing object has as a result.

3.5 Workflow: Assign Release Code to Release Point


You only need to perform this step if you wish to link the release procedure to workflow and are
not using the customer exits M06B0001 and M06E0005.
Assign a processor ID to the workflow-relevant release codes. The processor (member of staff
responsible for processing the document) will then automatically receive a work item when a
purchasing object is awaiting release.
You can assign a processor ID either directly or indirectly:

Direct processor assignment:


Enter a user name.

Indirect processor assignment:


Enter a job or a position, for example. At runtime, the system will then determine the person
responsible for processing.

If you are using the overall release approach for the requisition, you must create an entry for
every combination of release group and workflow-relevant release code for which you do not
specify a plant.
This entry is necessary for the SAP System to be able to assign a requisition with overall release
to a processor in the event that the items of this requisition relate to different plants.

Group

Code

01

02

Plant

Object type

Processor ID

User

Miller

Customer Exits
With the customer exits M06B0001 (for requisitions) and M06E0005 (for external purchasing
documents), you can define your own role resolution to determine the person responsible for effecting
release in workflow.

Further Information
For more information on how to set up a release procedure with a link to workflow, refer to the SAP
Library under Basis Business Management (BC-BMT) SAP Business Workflow (BC-BMT-WFM)
Reference Documentation BC Workflow Application Scenarios MM Materials Management:
Workflow Scenarios.

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Release Procedure: Overview

How Does the System Find the Right Release


Strategy?
This section describes how the system determines the release strategy for purchasing documents in
other words, how a release procedure with classification works taking a purchase requisition as an
example.

Prerequisites
You must have set up the release procedure for purchase requisitions or external purchasing
documents.
When you define your release procedure, you assign the characteristics of a class to a release
strategy via the release group. You assign values or value intervals to these characteristics for each
individual release strategy.

Process Flow
The system carries out the following activities to find the release strategy for a purchase requisition:

Filling the Communication Structure


When you process a requisition, the system passes the data from the document on to the
communication structure CEBAN. Certain fields of CEBAN are determined prior to such transfer from
the data of the requisition (e.g. the total value of an item).

If you wish to use fields that are not contained in the communication structure CEBAN for the
purposes of determining the strategy, you must include the relevant fields in the communication
structure CEBANZZ.
Via the customer exits M06B0002 (item-wise release) and M06B0005 (overall release), you can
then include data in the communication structure that is not included as standard.

The relevant cost center manager is to be determined for a cost center in a purchase requisition.
The data is read from the cost center master record, placed in the field USRC1, and passed on to
the communication structure CEBAN.

Object Search
Once the data has been passed on to the communication structure, the system runs an object search:
1. The document type of the requisition determines whether the latter is released in total or item by
item.
2. The system determines the relevant class via the type of release (overall or item-wise).

Only one class is admissible per type of release. That is to say, you must assign the same class
to all release groups that are to be valid for (say) overall release. When defining release
procedures for purchase requisitions, you must therefore create a maximum of two classes: one
for overall release and one for item-wise release.
3. The system assigns the values from the communication structure CEBAN to the characteristics of
this class.

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4. With the aid of the object search function, the system then determines a release strategy whose
characteristics correspond to the values from the communication structure or lie within the
specified interval.
The following search results are possible:
- Just one release strategy found.
The system assigns this release strategy to the requisition.
- Several release strategies found.
The system assigns the first release strategy found to the requisition.
- No release strategy found.
The system does not assign a release strategy to the requisition. The requisition can be
converted into a follow-on document without having to be released.

Example
In your enterprise, all requisitions with a total value in excess of $5,000 have to be approved prior to
issue. Final release has to be effected by various persons, depending on the requisition value.

$5,000 to $10,000
$10,000.01 to $15,000
Above $15,000

by project manager
by head of department
by cost center manager

Therefore three release strategies have been defined in Customizing:


Strategy '01'

Strategy '02'

Strategy '03'

Characteristic

Value

Value

Value

Document type

NB, GF

NB, GF

NB, GF

Total value

$5,000-10,000

$10,000.01-$15,000.01

> $15,000.01

Process Flow
1. The following purchase requisition of document type 'NB' is created in the SAP System:
Item

Material

Quantity

Price/pc

Value of item

010

Telephone

350 pc

$200

$7,000

020

Swivel chair

300 pc

$150

$4,500

Total value of requisition

$11,500

2. The data from the requisition is passed on to the communication structure CEBAN. The data is
also aggregated, so that the total value of the requisition ($11,500) is also determined and passed
on to the communication structure.
3. The system checks the document type in Customizing: Overall release is specified for document
type 'NB'.
4. The system then searches the release procedure Customizing facility for release groups for which
overall release has been defined. Release group '01' is valid for requisitions for which overall
release has been defined via the document type. The class 'PReq_ove' is assigned to this group.
5. The system assigns the values from communication structure CEBAN to the characteristics of the
class 'PReq_ove':
- Document type: NB
- Total value of requisition: $11,500
6. The object search function is started and delivers the release strategy '02' as the result, since the
characteristics of the requisition agree with the characteristics of the release strategy. The release
strategy is assigned to the requisition.

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Release Procedure: Overview

Communication structure CEBAN

Purchase requisition
Data transfer

Document type: NB
Item
010
020

Material
Telephone
Swivel chair

Quantity
350 pc
300 pc

Price/pc
$200
$150

Type of release for


document type?
Customizing for document type
Doc. type
NB

Field
Document type
Material

Value
NB
Telephone

Quantity
Material
Quantity

350 pc
Swivel chair
300 pc

Total value of PReq

$11,500

Overall release
>
Customizing for release procedure - release group
Release group
01

Overall release Class


>
PReq_ove

Class for type of


release?

Transfer of data to the


class PReq_ove
Values of class PReq_ove
Class PReq_ove

Object search - Which is the


right release strategy?

Characteristic

Value

Doc. type
Total value

NB
$11,500

Customizing for release procedure - release strategy


Release strategy 01

Release strategy 02

Release strategy 03

Char.
Doc. type

Value
NB, GF

Char.
Doc. type

Value
NB, GF

Char.
Doc. type

Value
NB, GF

Total value

$5,000 - 10,000

Total value

$10,000.01 - 15,000

Total value

> $15,000.01

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Release Procedure: Overview

Glossary
Release code
Two-character identifier with which a person responsible for processing a document can release
(approve) an item of a purchase requisition, a complete purchase requisition, or a complete external
purchasing document, or cancel such release (that is, revoke a previously granted approval). If a link
to SAP Business Workflow has been defined for the release code, the person involved can also refuse
to effect release (withhold approval), thus rejecting the relevant item or document.

Organizational release code


In this case, the user department specifies which user may work with which release code.

Workflow-relevant release code


In this case, processors are assigned in Customizing for Purchasing. You can assign a processor
either directly or indirectly:
-

Directly: The processor ID is a user name.


Indirectly: The processor ID is a job or position, for example. At runtime, the system then
determines the responsible processor.

Release indicator
Shows the release (approval) status of a purchasing document. When you have released (approved)
an internal or external purchasing document with your release code, a release indicator is assigned to
this document. The release indicator determines how the document may be processed further. For
example, it may show that a requisition can be converted into a purchase order, or that a subsequent
release point (individual or department) must first signify approval.

Release strategy
Defines the release codes with which a purchase requisition item, a complete purchase requisition, or
a complete external purchasing document must be released (that is, approved, or given the "green
light") and in which sequence release must be effected using these codes.
For example, you may specify a certain release strategy for all purchase requisitions whose value
exceeds a certain figure.

Release prerequisites/sequence
Specifies the sequence in which the processors (members of staff responsible for processing a certain
document) must approve an internal or external purchasing document with their respective release
codes.

The release (approval) procedure for purchase requisitions within an enterprise may provide that a
department manager must approve a requisition item before the next-higher level of authority (for
example, the cost center manager). In this case, approval by the department manager is the
prerequisite for approval by the cost center manager.

Purchasing object
Generic term covering the following documents:

Purchase requisition (PReq)


Request for quotation (RFQ)
Purchase order (PO)
Contract
Scheduling agreement

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