Purchase Order approval in SAP MM is a controlled system process. It decides whether a Purchase Order can move forward or not. The system checks rules before allowing a PO to be used for goods receipt or invoice posting. This approval logic works in the background. Users only see the result, not the full process. In SAP MM Training, this topic is often mentioned, but the actual system behavior is not explained clearly.
PO approval is handled using a release strategy. This strategy is not hardcoded. SAP checks PO data every time the document is saved. Based on that data, SAP decides if approval is needed. This decision is automatic. It depends fully on configuration and system rules.
How SAP MM Starts the PO Approval Process?
The approval process starts when a PO is saved. SAP reads the PO header and item data. It collects values such as:
- Company code
- Plant
- Purchasing group
- Document type
- Total value
- Account assignment
These values are passed to the classification system. SAP does not compare values directly. It checks them against characteristics that were created during setup.
If the PO matches a release strategy, SAP assigns it. If not, the PO stays approved by default.
This check happens every time:
- A new PO is created
- A released PO is changed
The system never assumes approval. It always checks again.
Core Elements That Control PO Approval
PO approval in SAP MM depends on a few technical components. Each one has a clear role.
| Component | What It Controls | Why It Matters |
| Release Strategy | Approval requirement | Decides if approval is needed |
| Release Group | Approval framework | Groups similar strategies |
| Release Code | Approver role | Controls who can approve |
| Release Indicator | Change behavior | Controls re-approval |
| Classification | Data matching | Selects correct strategy |
These components work together. If even one part is wrong, approval may fail or behave incorrectly.
How SAP Decides Who Can Approve a PO?
SAP does not store approver names in the PO. It stores release codes. Each release code represents a role, not a person.
Users get approval power through authorization roles. If a user has access to a release code, that user can approve.
This design helps companies because:
- Approvals do not break when employees leave
- Roles can be reused
- Control stays with security teams
SAP also enforces approval orders. If two approvals are required:
- First approver must approve first
- Second approver cannot skip the process
This rule is handled by the system. Users cannot override it.
This level of control is often expected in real projects handled by teams trained through SAP MM Course in Pune, where companies manage complex purchase structures and strict internal approval rules due to large manufacturing and supplier networks.
What Happens After a PO Is Approved?
Approval does not mean the PO is locked forever. SAP still monitors it.
SAP checks whether a change affects approval. Some fields are marked as release-relevant.
Release-relevant changes include:
- Price
- Quantity
- Vendor
- Account assignment
- Plant
If any of these change, SAP resets approval. The PO becomes unapproved again.
This behavior depends on the release indicator. The indicator controls:
- Whether changes are allowed
- Whether approval is reset
- Whether the PO can be used without re-approval
This ensures financial control. It prevents silent value changes.
In large SAP setups, this is very important. Many systems receive price updates from external tools. SAP must still protect approval logic. This need is growing in integration-heavy environments where SAP MM Training in Hyderabad focuses on handling automated PO updates and compliance controls for global clients.
Manual Approval and Workflow Approval
SAP MM supports two approval methods.
Manual approval is simple:
- Approver logs in
- Approver releases PO manually
- SAP records the action
Workflow approval is advanced:
- SAP sends approval tasks
- Tasks reach correct approvers automatically
- System tracks pending approvals
Workflow does not replace release strategy. It depends on it. Release strategy still decides who must approve. Workflow only handles delivery and tracking.
Workflow approval adds technical layers such as:
- Event triggers
- Background jobs
- Agent determination rules
- Approval logs
Many companies now prefer workflow approval because it reduces delays and improves tracking. This trend is common in SAP delivery centers where SAP MM Training in Hyderabad includes Fiori-based approval flows and mobile access for managers.
Where SAP Stores Approval Information
SAP does not store approval data in one place. It spreads it across system tables.
Approval data includes:
- Release status
- Approver user IDs
- Approval date and time
- Change history
SAP records every approval step. Even if approval is reset, the history stays.
This helps during:
- Audits
- Compliance checks
- Internal reviews
Nothing is hidden. Every approval action leaves a trace.
Common Technical Issues in PO Approval
Some approval problems happen due to weak design.
Common issues include:
- Overlapping release strategies
- Incorrect classification values
- Missing authorization roles
- Wrong release indicator settings
These issues cause:
- Approval not triggering
- Wrong approver selection
- Approval skipping
Strong technical design avoids these issues.
Sum up,
Purchase Order approval in SAP MM is a controlled and technical process. It protects company spending and enforces internal rules. SAP does not rely on manual decisions. It evaluates PO data using classification and release strategy logic. Approval is checked again whenever changes happen. Roles control who can approve, not names. Workflow adds automation but still depends on core MM logic.