Friday, 20 May 2016

Release Procedures For Purchasing Documents

Releasing a purchasing document means approving it. For this, our MM consultant can create release procedures to be used. There is a vast number of options that can be used for controlling the release of the documents.
Important information to know is that a purchasing document cannot be changed after it is released. That means that only the final version should be released. Unreleased documents (RFQ – request for quotation, PO – purchase order, scheduling agreement, contract) cannot be processed further (convert RFQ to quotation, PO to goods receipt, invoice verification). Process flow:

Release strategy

We can have a lot of different strategies for different situations. For example, you can define a release strategy that is dependent on document type, you can define a release strategy based on the purchasing organization, purchasing group, or any other crucial information for a purchasing document.
In most of the cases, one of the most used release strategy is based on the value of the purchase document.

Defining a Release Strategy

Step 1) Lets define a release strategy such that will only request a manual release for purchasing documents with value greater than 100 Eur. For example if we have a PO of the value of 50 Eur, it will be autoreleased (will not require a release to be processed further). A purchase order for more than 100 Eur would require a release.
For this, in the background, there needs to be specified a characteristic.
  1. We can do this in CT04 transaction.
    NETVALUE characteristic is defined.
  2. It's Value to be more than 100 Eur.
Step 2) Assigning fields to a characteristic on the additional data tab. We are assigning field CEKKO-GNETW to the characteristic, because that field is a purchase document value.
Step 3) There also needs to be specified a class that holds the characteristic.
  1. T-code to accomplish that is CL02.
  2. For this class, we need to set a class name, class type,
  3. Description and Status,
  4. Validity period,
  5. Same classification.
Step 4) Assigning a characteristic to a class. Afterwards, we can assign NETVALUE to a class called REL_PUR.
Step 5) Following steps need to be done in customizing.
  • Create release groups (you assign them a class – in our case REL_PUR).
  • Create release codes (assigning them release groups).
  • Create release indicators (e.g. 1-Blocked, 2-Released).
  • Creating a release strategy.
  • Assigning a release group and release code to a release strategy.
  • Defining release statuses for the strategy (blocked and released).
  • Maintaining classification (set a NETVALUE value for which the release strategy will apply – we can set this to >100, it means that all the purchasing documents with value bigger than 100 Eur will be subject to this release strategy).
  • You can also perform a release strategy simulation to see if it works correctly (optional).
Afterwards, your strategy is set and ready for live system tryout.
Step 6) We can see that our purchase order is created to a value of more than 100 Eur. If we create a PO for less than 100 Eur, it will be autoreleased.
  1. These two statuses mean that our PO is in release (it's subject to release process indicating that it should be approved before further processing can be possible). The other indicates the current status – Blockedmeans that it isn't released yet.
  2. Value is 24,000 Eur, which is more than 100 Eur.

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