SAP MM Interview Questions and Answers by B G Basetty & Rajendra G

RELEASE PROCEDURE FOR “PO” & “PR”

1. What is release procedure in MM?

A: In MM the release procedure refers to the approval process for purchase

requisitions and external purchasing documents. It involves checking the
correctness of the data, and giving the authorization to purchase. The objective of
release procedure is to use on-line approval system rather than relying on manual
signatures.

2. How do you configure Release Procedure with Classification?

A: The configuration of Release Procedure with Classification involves a series of

setting in customizing. They are as follows:
 Edit or Create characteristics: In this step characteristics for a release
procedure with classification are created. Characteristics constitute criteria
for release condition. If the criteria of a release condition are satisfied, the
associated release strategy is assigned to the Requisition or External
documents.
 Edit or Create Class: In this step classes for a release procedure with
classification are created. The class is a group of all the characteristics
defined for a release procedure. This class is assigned to the release
strategy or release procedure via release group.
 Set up Release procedure with classification: In this step the followings
are created.
 Release group
 Release codes
 Release indicators
 Release strategy

3. Define Classification, Characteristics & Class?

A: Classification: It is the assignment of the values defined in the characteristics to

the release strategy.
Characteristics: It constitutes criteria for release condition. If the criteria of a
release condition are satisfied, the associated release strategy is assigned to the
Requisition or External documents.
Class: It is a group of all the characteristics defined for a release procedure. This
class is assigned to the release strategy or release procedure via release group.

4. What is Class type used for Release Strategy?

A: Class type used for release strategy is 032.

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5. Can you define a Release Strategy without a Release Group? If yes justify?

A: It is not possible to define a Release Strategy without a Release Group in Release

Procedure with Classification. But it is possible in release procedure without
classification.

6. What is the maximum number of Release Codes assigned to a Release

Strategy?

A: Maximum of “EIGHT” release codes can be assigned to release strategy.

7. What is the T-Code for PO Release?

A: T-code for PO release is ME29N

8. What is a Release Strategy? Can you define it without a release group? If yes
how do you do it?

A: Release strategy is a plan which defines the approval process for purchase
requisitions or external purchasing documents. The strategy specifies the release
codes necessary and the sequence in which releases have to be affected. The
assignment of release strategy to a requisition or a purchasing document is based
on the release conditions.
We can define release strategy without a release group in release procedure
without classification procedure only.

9. What are release groups & release codes?

A: Release Group: Release group is the connection for class and release strategy.
Release Code: The release code is a two digit character ID allowing a person to
release a requisition or an external purchasing document.

10. Can you define a release procedure using classification for an external
purchasing document? If yes what are the steps involved?

A: Yes, it is possible to define a release procedure using classification for an external

purchasing document. For steps involved, see answer of QN-2

11. Is it possible to have a release procedure without classification for a PO?

A: No, it is not possible to have a release procedure without classification for a PO.

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12. What are the differences between release procedure with classification and
release procedure without classification? When they are used?

A:

Release Procedure without

Release Procedure with Classification
Classification

Applicable for PR and PO Applicable only for PR

Class and characteristics are not
Class and characteristics are required.
required
Manual release Automatic release.
Header level and Item level releases are
Only header level release is possible
possible
Release groups are required Release groups are not required.
Only two release indicators are
Seven release indicators are possible.
possible.
It allows to define release strategies It allows to define release strategies
based on value, plant, material group based on any field in the purchasing
and account assignment category. document.

13. What do you mean by Release Condition & Release Prerequisites?

A: Release Condition: The release conditions determine the release strategy in

accordance with which a requisition or an external purchasing document is to be
released. If a requisition or an external purchasing document does not meet the
conditions for a release strategy, it is automatically released for further
processing.
Release Prerequisites: The release prerequisites indicate the sequence in which a
purchase requisition or an external purchasing document must be approved via the
release codes. The release prerequisites are defined in the Purchasing
Customizing facility (in the release strategy).
Example: The approval procedure for purchase requisitions in an enterprise may
be set up in such a way that a department manager must approve a requisition
item before the next level of authority (e.g. the cost center manager). In this case,
approval by the department manager is a prerequisite for approval by the cost
center manager.

14. Explain Item level, header level & Collective release?

A: Item Level Release: This implies that the requisitions are released Item by Item
basis. I.e. The release strategy is applied for each individual item and you have to
release item by item.
Header Level Release: This implies that the requisitions or external purchasing
documents are released in total. This is also termed as Overall Release.

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Collective Release: You release all requisition items or complete requisitions that
are awaiting processing by your release code. This is the preferred method if you
frequently have to effect release.

15. Name all purchasing documents relevant for release procedure?

A: Purchasing documents relevant for release procedure are:

1. Internal purchasing documents - Purchase Requisition
2. External purchasing documents
 Purchase Order
 RFQ
 Outline Agreement - Contract & scheduling agreement
 Service entry sheet

16. Explain the relevance of classification in Release Procedures?

A: See the answer of Q.No-3

17. Can we use two different classes for same group? Or any another way of
using two different classes?

A: You can not use two different classes for a same group.
You can use different classes for purchase requisition, for external documents and
for service entry sheet.

18. Is it possible to release PO item by item?

A: No, it is not possible to release PO item by item.

19. Can we receive material for an unreleased PO? Do not use GR without PO.

A: We can not receive material for an unreleased PO.

20. Where do you name class? What are the tabs available? Explain
parameters?

A: In the “Edit Class” step of release procedure with classification you can name the
class.
Tabs available in the class creation are:
 Basic data: here you enter the description of the class and validity period
of the class.
 Key words: It is used for finding class via match code. The description
entered in the basic data tab serves as the first key word.
 Characteristic: Here the characteristics created for a release procedure are
all entered.

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 Text:

21. What is communication structure CEKKO?

A: Communication structure CEKKO is the name of the structure which contains the
components or fields that can be defined as release characteristics.

22. What does release strategy determine?

A: Release strategy determines the approval process for purchase requisitions or

external purchasing documents and also it determines the sequence in which
releases have to be affected.

23. What is release indicator and what it does in the system when used in release
strategy, how it will behave / communicate in the system?

A: Release Indicator shows the release status of a purchasing document. When a

respective person releases the requisition or an external purchasing document
using his release code the system assigns a release indicator to that document.
This release indicator determines how the document is processed. For example in
PO this release indicator denotes whether the document can be sent to the vendor
without any further change or to a one more person for further release.

24. At which level are PRs released? What does this depend on?

A: PRs are released at “Header level” and at “Item level”. This depends upon the
type of procedure used to release the PR. That is the release procedure with
classification is used to release PR at header level and release procedure without
classification is used to release PR at item level as well as header level.

25. What are the tables used in release procedure?

A: Tables used in release procedure:

 GNETW – Total net order value
 MATKL – Material group
 WERKS – Plant
 EKGRP – Purchasing group
 EKORG – Purchasing organization
 BUKRS – Company code
 LGORT – Storage location
 KNTTP – Account assignment category
 GSWRT – Total item value

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26. What is the concept of Alternate Release?

A: Within the release sequence, you can define alternatives. This means that several
employees can effect release (signify approval) at a certain point in the sequence.
If just one of these employees has effected release, the next release status is
reached. The other employees thus need take no action.

27. What is determination of release strategy and what all need to be configured
for in determination release strategy?

A: See Q.N – 2, 8, 21.

28. How do we apply release strategy for contracts / scheduling agreements?

A: In the same way as for purchase orders you can apply release strategy for
contracts / scheduling agreements.

29. How do we configure release strategy item by item for PR? Explain the steps
and transaction codes with the necessary fields and screens?

A: By using release procedure without classification you can configure release

strategy item by item for PR.
For release purposes you must define strategies which the R/3 system sets up
taking the following considerations.
 Account Assignment Category
 Material Group
 Plant
 Purchase Requisition Value
Steps involved:
Release Codes: First create the Release codes required for your release strategy.

Release Indicators: Define release indicators and branch to the detail screen. Here
you define whether fixed purchase requisitions may be changed by Materials
Planning, for example, and whether an RFQ or a purchase order may be created
from the requisition.
Assign Release Indicators: Assign a release indicator in dependence on the status
of the release.
Example: You create a release strategy S1 consisting of two release codes 01 and
02. Release with 01 is a prerequisite for release with 02. If release has been
effected with 01, the requisition has been given the "all clear" for the issue of
RFQs.
You have created the release indicators B (blocked), 1 (cleared for issue of RFQs)
and 2 (cleared for RFQs and PO).
Now enter the following as assignment:

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Strategy   C1  C2  C3 ...

S1                            B (blocked)
S1         X                1 (RFQ)
S1         X   X          2 (RFQ/PO)
Release Prerequisites: Define which release codes are involved in a release
strategy. Specify whether a code is set for a release status following release, and
whether one release status is a prerequisite for another (+).
Example:
Strategy   Code  C1  C2  C3 ...
S1         01      X
S1         02     +   X
Determination of the release strategy: Determine the conditions under which each
release strategy is assigned. The criteria are account assignment category, material
group, plant, and value of the requisition item.

30. How release strategy triggered?

A: See Q.N – 2, 8, 21.

31. Is there any way to bypass the release strategy i.e., without releasing PO by
release can we process further?

A: Yes you can bypass the release strategy by making the goods receipt at MB01
with movement type 101 where PO is created automatically.

32. How to configure alternative release?

A: Alternative release is possible only for release procedure without classification.

To configure alternative release you have to define release procedure without
classification. In this release procedure for a particular release strategy and for a
particular release code to which you want alternative release there should not be
any prerequisites. And also the release code of the alternative release should not
be a prerequisite for any other release codes of the release procedure.

33. Explain the concept of changeability in release procedure?

A: The Changeability indicator shows the effect of changes to the PO (a change to a

PO may require a new release strategy to be determined, for instance).
By means of the Value change indicator, you can specify that the release strategy
is to be re-started if a PO is changed and the value of a PO item thereby increases
by a certain percentage (e.g. 10%). Set the Changeability indicator to "4 -
Changeable, new release in case of new strategy or value change “or” 6
Changeable, new releases in case of new strategy or value change/outputted" and
enter a percentage in the Value change field.

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34. What is the objective of work flow as it applies to release procedure?

A: The objective of work flow is to notify the infrequent users to release a

requisition.

35. What are the four options regarding whether a new release strategy should
be applied when a purchasing document is changed after the release process?

A: The followings are the four options regarding whether a new release strategy
should be applied when a purchasing document is changed after the release
process:
 Can not be changed
 Changeable, no new determination of strategy
 Changeable, new release under new strategy
 Changeable, new release under new strategy or with value change.

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