Purchase Requisition (PR) Release Strategy – Basic Concept _ iERP

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Purchase Requisition (PR) Release

Strategy – Basic ConceptPosted on August 1, 2010 by Rizki

Purchase Requisition (PR) is an internal purchasing document in SAP R/3. It is used to give

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notification to responsible department (purchasing/procurement) of requirements of materials

and/or external services and keep track of such requirements. PR must contain information

about quantity of a material or a service and the required date.

It can be created directly (manually, through ME51N T-code) by a person or indirectly by

another SAP component (such as material requirement planning/MRP, maintenance order of

Plan Maintenance/PM module, production order of Production Planning/PP module).

PR then can be processed to be an external purchasing document (such as Purchase

Order/PO) or internal purchasing document (such as Stock Transport Order/STO).

In SAP R/3, PR can be processed directly to be PO/STO or must be approved/released

before it can be processed to be PO/STO.

If we want that PR must be approved/released before it can be processed to be PO/STO, we

must set up a release procedure for that PR.

The first thing to do in setting up a release procedure for a PR is to decide whether we will

approve/release that PR for:

Overall PR

If we release a PR, all items in that PR will be released and then can be processed to

be PO/STO. If we don’t release it, none of its item will be released nor can be processed

to be PO/STO. Or,

Item-wise

We must release item per item of a PR in order to make them ready to be processed to

be PO/STO. If we don’t release some of PR items, the other items can be released and

processed to be PO/STO.

In an SAP R/3 client, all PRs with a particular PR Document Type can use just one of the

above options. If we have more than one PR Document Type, we can set some of them use

“Overall PR” release procedure and others use “Item-wise” release procedure, depends on our

business process needs.

We can set the option in the process “Define Document Type” of Purchase Requisition that

can be accessed by “OMEB” T-code (only in SAP 4.6.C version or older) or through menu

paths of “SPRO” T-code: Materials Management – Purchasing – Purchase Requisition –

Define Document Type, as per below image:



The above image is © SAP AG 2010. All rights reservedIf we want that a PR Document Type use “Overall

PR” release procedure, we must tick the “Overall release of purchase requisitions

(OverReqRel)” indicator. If we don’t tick that indicator, it means that PR Document Type will

be released with “Item-wise” procedure.

The next thing to do is determining the criteria/parameters of PR that must be

approved/released by specific person. For example:

PR of raw material that has value less than USD 50,000.00 can be released by operational

manager. PR of that item that has value USD 50,000 or more must be approved by operational

manager and operational director. PR for production equipment must be approved by AssetManager and operational director, whatever its cost.

In SAP R/3 there are two release procedures that we can choose:

1.Release Procedure without classification

This procedure can only be used for “item-wise”. It can’t be used for “Overall PR”. The criteria

that can be used with this procedure to distinct the PR approval processes are limited to: PR

item value, material group, account assignment, and plant. We can’t use this procedure if we

want to distinct the PR approval process by other criteria such as Purchasing group,

document type, storage location, or something else.

The only reason we should use this procedure is its simplicity. But if we want more flexibility

in determining the PR release procedure we should use the other option. In this article we

won’t explain the “Release Procedure without classification” in detail. We will explain the other

option (Release Procedure with classification) in detail.

2.Release Procedure with classification

With this procedure, we can choose whether we want to release the PR for “Overall PR” or

“item-wise”. And the main reason why we should use this procedure is because we canchoose more criteria to distinct the PR approval process. The criteria are not limited to PR

item value, material group, account assignment, and plant only.

SAP R/3 has provided a communication structure “CEBAN” that we can use to make

criteria/parameters to determine the PR approval process. Each field in “CEBAN” can be used

as parameters. These parameters must be defined in SAP R/3 as a “Characteristic”. Some

“characteristics” that are used as parameters to determine a release condition for a release

http://3.bp.blogspot.com/_a_asG961c2A/SKgBZ89VJII/AAAAAAAAAWk/9pS88vSwiNQ/s1600-h/270-01.png



strategy can be group as “Classification”.

The fields of “CEBAN” communication structure are:

BSART: Purchase requisition document type

BSAKZ: Control indicator for purchasing document type

ESTKZ: Creation indicator (purchase requisition/schedule lines)

EKGRP: Purchasing group

ERNAM: Name of Person who Created the Object

ERDAT: Date on which the record was created

AFNAM: Name of requisitioner/requester

TXZ01: Short text

MATNR: Material number

EMATN: Material number

WERKS: Plant

LGORT: Storage location

BEDNR: Requirement tracking number

MATKL: Material group

RESWK: Supplying (issuing) plant in case of stock transport order

MEINS: Purchase requisition unit of measure

BADAT: Requisition (request) date

LPEIN: Category of delivery date

LFDAT: Item delivery date

FRGDT: Purchase requisition release date

PSTYP: Item category in purchasing document

KNTTP: Account assignment category

LIFNR: Desired vendor

FLIEF: Fixed vendor

EKORG: Purchasing organization

VRTYP: Purchasing document category

KONNR: Number of principal purchase agreement

KTPNR: Item number of principal purchase agreement

INFNR: Number of purchasing info record

DISPO: MRP controller

BWTAR: Valuation typeBMEIN: Order unit

KANBA: Kanban indicator

BPUEB: Adopt requisition price in purchase order

USRC1: User field format character for release strategy

USRC2: User field format character for release strategy

USRN1: User field numeric for release strategy

USRN2: User field numeric for release strategy

GSWRT: Total value of item



.INCLUDE: Communication Structure: Requisition Release for User Exit

PDUMMY: Dummy function in length 1

.INCLUDE: Release Strategy: Account Assignment Fields

SAKTO: G/L account number

GSBER: Business Area

KOSTL: Cost Center

VBELN: Sales and distribution document number

VBELP: Sales document item

VETEN: Schedule line

ANLN1: Main asset number

ANLN2: Asset sub-number

AUFNR: Order Number

WEMPF: Goods recipient

ABLAD: Unloading point

KOKRS: Controlling Area

KSTRG: Cost Object

PAOBJNR: Profitability segment number (CO-PA)

PRCTR: Profit center

PS_PSP_PNR: Work breakdown structure element (WBS element)

NPLNR: Network Number for Account Assignment

AUFPL: Routing number for operations in the order

IMKEY: Internal key for Real Estate object

APLZL: Internal counter

VPTNR: Partner account number

FIPOS: Commitment Item

FISTL: Funds Center GEBER: Fund

DABRZ: Reference date for settlement

PSP_PNR: Work breakdown structure element (WBS element)

GSFRG: Overall release of purchase requisitions

GFWRT: Total value of requisition for overall release procedure

WAERS: Currency Key

Every time a user create a PR, SAP R/3 will pass the PR data (value of PR’s fields) to thecorresponding fields of “CEBAN” communication structure. Then, based on the value in each

field that we use as characteristics, SAP R/3 will determine which PR release strategy will be

assigned to the PR.

For previous example: if we choose PR item value and material group as characteristics, and

the PR item value field (GSWRT) that was entered by user is USD 55,000, and the material

group is “raw material” then this PR must be approved by operational manager and operational

director.



31 T HOUGHTS ON “PURCHASE REQUISITION (PR) RELEASE STRATEGY – BASIC CONCEPT”

In this article we have explained about the basic concept of PR Release Strategy procedure.

In the next articles we will show step by step procedure to create PR Release Strategy.

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This entry was posted in PR Release Strategy by Rizki. Bookmark the permalink

[http://ierp.us/sap/mm-materials-management/purchasing/pr-release-

strategy/purchase-requisition-pr-release-strategy-basic-concept/] .

csk

on September 29, 2009 at 3:21 pm said:

this is very helpful information. thank you so much….

Anonymous

on April 27, 2010 at 7:12 am said:

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Excellent article.

Purchase order requisition

on May 13, 2010 at 2:59 pm said:

This site becomes a lots of information nice site also good dear keep it up.

Sandy Sharma


This post is very nice, Because your post is giving very nice information. So we are

very thankful to you.

Anonymous

on November 22, 2010 at 6:06 am said:

Hi , how to process a partially approved purchase requisition?

ABVP

on October 1, 2012 at 9:57 pm said:

get it completely approved and then process

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http://www.thegreenestoffice.com/



Anonymous

on November 23, 2010 at 7:59 am said:

what do you mean with "partially approved PR"?

if it's a PR with "item-wise release procedure" and some items are released and some

other are not, the released ones can be processed as usual.

if it's a PR that has several release codes needed to release it, and some of them

have released, and some others have not released it yet, you can't process the PR

until all the release codes release the PR.

dara

on April 19, 2011 at 4:39 pm said:

THIS SET HELP ME A LOT GOOD KEEP IT UP.

Anonymous


Well thank you so much. I was searching alot about sap PR and PO. This site gives

us best concepts

Anonymous






wrote this article, I used SAP IDES 4.6.C, and the "OMEB" tcode indeed existed on

that version. I don't know why SAP decide to delete this tcode on ECC 6.0. But, you

still can access it from SAP "SPRO" tcode menu tree: Materials Management –

Purchasing – Purchase Requisition – Define Document Type.

Thank you very much for bringing this issue.

Regards,

Rizki

Anonymous

on August 6, 2011 at 2:05 pm said:

Hi Rizki,

Thanks for the clarification, makes total sense.

.

Do you know the ECC 6.0 t-code to create/maintain PR Doc Types or even PO Doc

Types? I've been looking for those two t-codes and have NOT been successful in

finding them.

Cheers,

K

Rizkion August 6, 2011 at 2:33 pm said:

Hi K,

You can define PR Doc Types with "SPRO" tcode.

Click the "SAP Reference IMG" button. Go to menu: Materials Management –

Purchasing – Purchase Requisition – Define Document Type.

For PO doc. type, on go to menu: Materials Management – Purchasing – Purchase



Order – Define Document Type.

Anonymous


Hi Rizki,

Thanks again for your prompt response!

Instead of going through SPRO, is there a direct t-code for the PR or PO Doc Type?

Did SAP create another t-code for ECC 6.0 that replaces OMEB?

Thanks,

K

Rizkion August 8, 2011 at 9:09 am said:

Hi K,

Unfortunately, I can't find the tcodes in ECC 6.0.

What is your exact requirement, why do you want to access those from tcodes?

Anonymous


Would you please advise SAP ERP version used in the book PR Release Strategy

and the book's publish date? I'm looking for the current info related to the topic for

ECC 6.0. Thanks.



Rizki


Hi,

At first I wrote this book using SAP IDES 4.7 (2008) then I update it by using SAP

ECC 6.0 in 2010.

Regards,

Rizki

man castello

on January 11, 2012 at 1:25 pm said:

can we create release strategy for multiple person in one strategy out of multiple

person.

Eg: We must obtain at lease any 2 director out of 5 director available. how do we

configure this?

Mike

on January 12, 2012 at 2:28 pm said:

Hi,

I don’t think we can make SAP chose randomly a release code in a release

strategy.

But, for workaround, you can create only two release codes for the 2 directors,

and then assign the 2 release codes authorization to all 5 directors. You can

develop an offline procedure who should release which PR.



Anil

on February 21, 2012 at 4:04 pm said:

Hi Rizki,

Thanks for providing the informative article. I have two questions:

Q1. How can we define the parameters of CEBAN as a characteristic for PR release

(overall/ item-wise)? Do we have a specific t-code for that?

Q2. How to set-up the approval procedure in SAP ECC 6.0?

Could you please provide me the answer of these.

Thanks!!

Vasuki

on February 24, 2012 at 10:09 am said:

Great Explanation

Muhammad Hassan Malik


Hi..

This was a very useful information. Thank you so much for this article

Regards

M. Hassan



Pingback: SAP Purchasing Group in Details | iERP.us - Integrated ERP Software

Solution Guide: SAP ERP

Deepak


in pr release strategy if any pr is not to be released. how to put that comment in

ME55

ABVP


put a note on the PR header text

Deena


Very useful……

Tammy M

on April 1, 2013 at 10:20 pm said:

Once you have the release strategy in place do you have a solution where executives

can use their mobile devices to approve requisitions without having to log in SAP?

http://ierp.us/sap/mm-materials-management/purchasing/sap-purchasing-group-in-details/



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Purchase Requisition (PR) Release Strategy – Basic Concept _ iERP