Release Strategy Workflow:-

In a Company purchase order is a legal document and it goes to the vendor, it is very much important to control the
process to avoid any errors or unauthorized transaction.
It is very much required to control the procurement process by introducing approvals

There is a hierarchy of people like the buyer who creates the order and different levels of purchasing managers to
supervise and control the procurement process.

SAP Business Workflow can be integrated with the email system so that approvers do not have to wait or enquire
about the status of particular Transactions.

Workflow helps to enhance quality of work as it reduces manual intervention.

Functional consultant has to create release strategy for purchase order. Based on the business requirement.
For example:-
Release Strategy would be triggered for the purchase order with following criteria
Document type- ZNB
Purchasing Org. 0001
Purchasing Group- PG1, PG2, PG3, PG4
Business requires 4 different approval levels depending on the PO net value
Level 1 :- 0.00 INR to 30,000.00 INR
Level 2:- 30,000.00 INR to 50,000.00 INR
Level 3:- 50,000.00 INR to 1,00,000.00 INR
Level 4:- >1,00,000.00 INR

Release Approval workflow is as follows

Level 1 :- 0.00 INR to 30,000.00 INR - Approver 1
Level 2:- 30,000.00 INR to 50,000.00 INR - Approver 2
Level 3:- 50,000.00 INR to 1,00,000.00 INR - Approver 3
Level 4:- >1,00,000.00 INR - Approver 4

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MM Functional Consultant need to follow the below path in order to configure Release Strategy
SPRO-> IMG-> Material Management-> Purchasing -> Purchase Order-> Release procedure for Purchase Order

Step:-1 Edit Characteristic – Tcode- CT04

Based on business requirement we need to define which fields would be used to determine the release strategy.
We need to create a characteristic for every field purchase order ZNB_BSART, Purchasing Org. 0001_EKORG,
Purchasing Group PG1, PG2, PG3, PG4_EKGRP, Total net order value-GNETW.

Step:-2 Edit Class Tcode-CL02

Here the characteristics have been grouped together to form the class
We can create any new class assigning relevant characteristics but the class type should be always 032.

Step:-3 Define release procedure

The Release Group, Code and Strategies need to be defined here.

Create new entry for release group
Create release codes
In this document we discuss 4 approvers involved in the release procedure, Hence 4 release codes to be created.

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The workflow role has been selected as 1 from the from the dropdown list. Since this is related to workflow release
strategy.

Step:-4 Next release indicators shows the release status of a PO.

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Select release strategy since we have 4 approval levels we would create 4 new release strategies
Example R1, R2, R3 and R4

Maintain Classification using Tcode CL20N

The classification data can also be maintained from the classification tab in Release strategies.

Step:-5 Maintain Workflow

After configuring the release strategies, the Workflow Role Assignment for the respective Release Codes needs to
be done.

Select Workflow from the Activities Screen. Create Assignment for the release codes.

Below sample screenshot for reference

Object type should be selected as US which means User. The approver User ID’s need to be assigned to the release
codes.

MM Functional Consultant has to configure up to step 5.

Now following configuration generally done by Basis or Workflow Consultant.

Configure the Workflow use the below path or Transaction Code- SWU3

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SPRO -> SAP Netweaver -> Application Server -> Business Management -> SAP Business Workflow -> Maintain
Standard Settings

Use Transaction Code- SWDM- Business workflow Explorer

Choose BOR Object type BUS2012 Method ID Single Release

Below sample screenshot for reference

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Go to Task Details for Task TS20000166

Below sample screenshot for reference

From menu Go To Additional data-> Agent assignment -> create

Assign the relevant Approver ID’s

Go To Transaction SWDB – Workflow Builder – Create Workflow

Choose Workflow For release of Purchase order from Workflow Box

Below Sample screenshot for reference

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Click on Header-> Start Events Tab

Check whether object category BO and Object Type BUS2012 are assigned and is active.

From Menu, Go to -> Agent Assignment for Task

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Go to Agent Assignment -> Create

Assign the users and generate.

Go back to initial screen and Activate the workflow builder and Save.

Go to Transaction SWETYPV – Type Linkages

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Check whether linkage is activated for object type BUS2012 Receiver type WS20000075 by clicking on detail
button.

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