SAP Release Strategy Design Template (Purchase Requisition and Purchase Order)
A release strategy decides who must approve a purchase requisition or purchase order before it can be sent to the vendor. This template gives MM consultants and procurement owners a structured design document to agree rules before anyone touches configuration.
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SAP Release Strategy Design Template
Release Strategy Design: Purchase order
Company: Acme Precision Ltd Prepared by: SAP MM consultant Date: 2026-10-20 Release group: G1 Release strategy: L1
1. Business rationale
Orders above the buyer limit need a second signature to meet the internal delegation of authority policy.
2. Scope
Document types in scope: NB, FO Net value range: 0 to 10000 USD The strategy applies when all characteristic values below match the document.
3. Classification characteristics
| Characteristic | Field | Value for this strategy | Notes |
|---|---|---|---|
| Total net order value | CEKKO-GNETW | 0 to 10000 USD | Numeric, currency characteristic |
| Document type | CEKKO-BSART | NB, FO | Multiple values allowed |
| Purchasing group | CEKKO-EKGRP | Optional, limits to a buyer team | |
| Account assignment category | CEKPO-KNTTP | Optional, for example only cost center items | |
| Material group | CEKPO-MATKL | Optional, for capital goods rules |
4. Release codes and approvers
| Release code | Approver role | Prerequisite code | Release indicator after release |
|---|---|---|---|
| 01 | Purchasing group lead | None | Interim status |
| 02 | Plant finance manager | 01 | Fully released |
5. Release indicators and status
| Indicator | Meaning | PO can be printed or sent | Changes allowed |
|---|---|---|---|
| Blocked (initial) | No release yet | No | Per change rules |
| Partially released | Code 01 done | No | Value change resets |
| Released | All codes done | Yes | Value increase resets |
6. Configuration path and transactions
Define in SPRO under Materials Management, Purchasing, Purchase Order, Release Procedure for Purchase Orders. Steps: edit characteristics (CT04), edit class with class type 032 (CL02), set release groups, release codes, release indicators and the release strategy with its release prerequisites and statuses. Users release with ME28 (collective), ME29N (single), or the Fiori release apps for orders and requisitions.
7. Test cases
| Test | Input | Expected result | Pass |
|---|---|---|---|
| T1 | PO below the lower value limit | No strategy found, order released automatically | |
| T2 | PO within the range, doc type in scope | Strategy L1 assigned, blocked | |
| T3 | Release by code 01, then 02 | Status changes to Released | |
| T4 | Increase value after release | Release reset according to change settings | |
| T5 | Approver without authorization | Release refused |
Approvals
Field names reflect the classic release procedure with classification (communication structures CEKKO for header and CEKPO for item). Check your release in table and class settings before building. This is a design starting point, not an audit opinion.
Approval pattern analysis
Send a PO extract and we will show how approvals actually flow compared with your design. Optional.
Optional. The tool and every export work without this. No spam.
How to use the template
Fill in the fields at the top with the group, strategy code, scope and approver roles, then export the document to PDF or Word. Add rows to the characteristics and release code tables for each extra rule. Use the generated test case table as the base of your user acceptance test. Agree the document with procurement and finance before the build, because rework of strategies after go live is slow.
How release strategies are built
In the classic procedure, the system reads characteristics from the document header (CEKKO) and items (CEKPO), such as total net value, document type, purchasing group, plant or account assignment category. A class of type 032 holds those characteristics. Each release strategy states which values it covers, which release codes must approve, in what order, and what status the document shows at each step. When a PO is saved, the system compares values and assigns the first matching strategy.
- Release group connects a class to a set of codes and strategies
- Release code represents an approver position, tied to authorization M_EINK_FRG
- Release prerequisites define the order of approval
- Release indicators control whether the PO can be sent
Worked example
A plant allows buyers to sign up to 10,000 USD. Above that a purchasing lead approves, and above 50,000 USD a finance manager also approves. Build three strategies on net value: 0 to 10,000 with no strategy, 10,000.01 to 50,000 with code 01, and above 50,000 with codes 01 and 02. Test boundary values on both sides of each limit, because a gap between ranges means POs silently skip approval.
Common mistakes
Overlapping value ranges produce unpredictable strategy selection. Gaps between ranges skip approval entirely. Using the vendor as a characteristic creates an unmaintainable strategy list. Not testing value changes after release lets buyers raise a released PO without a new approval. Releasing by user ID instead of by role also breaks when people change jobs. Keep the number of strategies small and base the rules on a few characteristics.
Frequently Asked Questions
What is a release strategy in SAP?
It is an approval workflow built into purchasing documents. It defines who must release a requisition or PO, in which order, based on values such as net order value or document type. The document stays blocked for sending or follow on until all required release codes are done.
Which transaction is used to release a purchase order?
ME28 is used to release purchase orders collectively, ME29N to release a single PO, and ME54N or ME55 for purchase requisitions. Release codes are authorised through the M_EINK_FRG object. Many S/4HANA systems also expose Fiori apps for approvers.
Can I use workflow with a release strategy?
Yes. Classic SAP Business Workflow can notify approvers when a PO enters a release strategy, and newer systems use flexible workflow for requisitions. The release strategy decides the rules, workflow only informs the approver and routes the task.
Why is my PO not getting a release strategy?
The document values do not match any strategy exactly. Check the characteristic values in the class, the release group assigned to the document type and any customer exits. Run the PO in ME23N, open the release strategy tab and compare with the strategy definition.
If you want to know how your current release strategies behave in practice, we can analyse your PO history and show where approvals are skipped, slow or duplicated.
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