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

ether we will approve/release that PR for:

u2022Overall 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 donu2019t release it, none of its item will be releasednor can be processed to be PO/STO. Or,

u2022Item-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 donu2019t release some of PR items, the other items can bereleased and processed to be PO/STO.

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

e of the above options. If we have more than one PR Document Type, we can set some of them use u201COverall PRu201D release procedure and others use u201CItem-wiseu201D release procedure, depends on our business process needs.We can set the option in the process u201CDefine Document Typeu201D of PurchaseRequisition that can be accessed by u201COMEBu201D T-code (only in SAP 4.6.C version or older) or through menu paths of u201CSPROu201D T-code: Materials Management u2013 Purchasing u2013 Purchase Requisition u2013 Define Document Type, as per below image:

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The above image is SAP AG 2010. All rights reservedIf we want that a PR Document Type use u201COverall PRu201D release procedure, we must tick the u201COverall release of purchase requisitions (OverReqRel)u201Dindicator. If we donu2019t tick that indicator, it means that PR Document Type will be released with u201CItem-wiseu201D 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 Asset Manager 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 u201Citem-wiseu201D. It canu2019t be used for u201COverall PRu201D. 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 canu2019t use this procedure if we want to dist

inct 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 otheroption. In this article we wonu2019t explain the u201CRelease Procedure withoutclassificationu201D 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 u201COverall PRu201D or u201Citem-wiseu201D. And the main reason why we should use thisprocedure is because we can choose 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 u201CCEBANu201D that we can use to make criteria/parameters to determine the PR approval process. Each field in u201CCEBANu201D can be used as parameters. These parameters must be defined in SAP R/3 as a u201CCharacteristicu201D. Some u201Ccharacteristicsu201D that are used as parameters to determine a release condition for a release strategy can be group as u201CClassificationu201D.

The fields of u201CCEBANu201D communication structure are:BSART: Purchase requisition document type

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BSAKZ: Control indicator for purchasing document typeESTKZ: Creation indicator (purchase requisition/schedule lines)EKGRP: Purchasing groupERNAM: Name of Person who Created the ObjectERDAT: Date on which the record was createdAFNAM: Name of requisitioner/requesterTXZ01: Short textMATNR: Material numberEMATN: Material numberWERKS: PlantLGORT: Storage locationBEDNR: Requirement tracking numberMATKL: Material groupRESWK: Supplying (issuing) plant in case of stock transport orderMEINS: Purchase requisition unit of measureBADAT: Requisition (request) dateLPEIN: Category of delivery dateLFDAT: Item delivery dateFRGDT: Purchase requisition release datePSTYP: Item category in purchasing documentKNTTP: Account assignment categoryLIFNR: Desired vendorFLIEF: Fixed vendorEKORG: Purchasing organization

VRTYP: Purchasing document categoryKONNR: Number of principal purchase agreementKTPNR: Item number of principal purchase agreementINFNR: Number of purchasing info recordDISPO: MRP controllerBWTAR: Valuation typeBMEIN: Order unitKANBA: Kanban indicatorBPUEB: Adopt requisition price in purchase orderUSRC1: User field format character for release strategyUSRC2: User field format character for release strategyUSRN1: User field numeric for release strategyUSRN2: User field numeric for release strategy

GSWRT: Total value of item.INCLUDE: Communication Structure: Requisition Release for User ExitPDUMMY: Dummy function in length 1.INCLUDE: Release Strategy: Account Assignment FieldsSAKTO: G/L account numberGSBER: Business AreaKOSTL: Cost CenterVBELN: Sales and distribution document numberVBELP: Sales document itemVETEN: Schedule lineANLN1: Main asset numberANLN2: Asset sub-numberAUFNR: Order Number

WEMPF: Goods recipientABLAD: Unloading pointKOKRS: Controlling AreaKSTRG: Cost ObjectPAOBJNR: Profitability segment number (CO-PA)PRCTR: Profit centerPS_PSP_PNR: Work breakdown structure element (WBS element)NPLNR: Network Number for Account AssignmentAUFPL: Routing number for operations in the orderIMKEY: Internal key for Real Estate object

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APLZL: Internal counterVPTNR: Partner account numberFIPOS: Commitment ItemFISTL: Funds CenterGEBER: FundDABRZ: Reference date for settlementPSP_PNR: Work breakdown structure element (WBS element)GSFRG: Overall release of purchase requisitionsGFWRT: Total value of requisition for overall release procedureWAERS: Currency KeyEvery time a user create a PR, SAP R/3 will pass the PR data (value of PRu2019sfields) to the corresponding fields of u201CCEBANu201D 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 u201Craw materialu201D then this PR must be approved by operational manager and operational director.