Release Procedure

• This is an Electronic Document Approval i.e. 'on-line approval rather than manual signature.

• It is an approval process for Purchasing requisition and external Purchasing documents

• It Involves

- Checking the correctness of the data

- Giving authorization to purchase

• The approval may be based on doc. type, doc value, plant etc

• There are two types of Release Procedures:

- With Classification (Item level release and only for PR)

- With Out Classification (Header/document level release for RFQ, PO, contract and Scheduling. Agreement)


Item level Approval is possible only in PR

For other Purchase Documents only header level is possible

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Release Strategy:

• It defines the sequence in which the purchase document is to be released

• It contains the release conditions, release codes, release pre requisites

• It defines the entire approval or release process

Release Condition:

• It determines/identifies which release strategy applies.

Release Group:

• Group of persons responsible for releasing the Purchasing documents with assigned strategy.

Release Code/Point:

• It is a two character alphanumeric id defined for each individual group (department) in the release group.

Release Pre-requisite:

• It defines, who has to be release the document first.

Release Indicator:

• It is a one-character id, represents a release status.

• It is assigned to a document.

• When individual person of a group affects release with his release code, a release indicator is assigned to a document]

E.g.: Blocked - ‘B’, Released - 'R"

• If a document is not released

- It cannot print a document

- You cannot send this to the concerned vendor

- You cannot do the goods receipt

Frequently used tables in Release procedure

Doc                                         Table Name                                         Fields

PR                                          CEBAN                                                        MATKL - Material Group.

BSART - Doc. Type.


PO                                          CEKKO                                                        BSART - Doc. Type

Contract                                                                                                      GNETW- Net Order Value

Scheduling Agreement

SES                                        SESSR                                                           LWERT - Total Value Release

(Service Entry                                                                                             UWERT- Partial Value Release


Note: The effected Release can also be cancelled, but it is possible only before the higher person in hierarchy has not approved

IMG Settings: Release Procedure

1.Edit Characteristics

2.Edit Class

3.Define release Procedure for PO

-Release Groups

-Release codes

-Release Indicators

-Release Strategies