SAP release procedure
Innovative and efficient – approvals for sales and purchasing
Think digitally.
- Simple and flexible definition of release strategies
- Edit directly from email or mobile app
- Automatic notification of the people involved
SAP Approval Procedures – The rapid and comprehensive digitization of SAP approval processes offers a lot of potential to significantly accelerate approval procedures.
In practice, however, approvals are often still paper-based or are made by e-mail without integration into SAP. This leads to media disruptions, delays, high manual load and a lack of transparency in the processing status.
Challenges of our customers before digitalization:
- Manual approvals – approvals are made via printed documents and signature folders. Decision-makers must be physically present in the office.
- Delays in purchasing – Orders often wait several days for signatures because team leaders are on field appointments or in the home office.
- Lack of transparency in sales – It was unclear who had already given which approval. Customer orders are sometimes sent too late.
- No escalation – There are no automated reminders or escalation mechanisms in the event of imminent missed deadlines.
- No integration into SAP – Approved documents are manually updated in SAP – high effort, error-prone.
Switching from the classic signature folder to the electronic version directly in the SAP system offers numerous advantages.
With our add-on, the approval process is completely digital without media breakage. The SAP document passes through several processing instances and is released directly in the SAP system by the responsible parties one after the other.
★★★★★
“Especially in times of increasing home office operation, it became clear how paper-based approval procedures delay decisions. Via app, our purchasing or sales managers can now easily grant approvals at any time and anywhere.”
Johannes Fliegen, Managing Director | ARCA Regler GmbH
“With the MailCenter, sales approval processes can be carried out in an integrated manner in SAP. There is nothing comparable on the market. The entire solution, including acquisition and maintenance costs, will pay for itself after just over a year.”
“Our goal is to always ship an order on the day it is produced. This is now possible in 95 percent of all cases.”
Read the success story >
Completely digital approval of orders.
“In the first three months alone, we released almost 2,000 documents via the MailCenter. As a result, the order confirmations reach the customer faster and the entire process is clearly documented in SAP.”
Read the success story > Release sales documents with just one click.
Companies trust MailCenter
This is what the trade press reports
Application example Release Sales
How do the release procedures work?
Before you can start setting up distribution procedures, you must define the rules that apply in your company. For implementation, it can be useful to present the rulebook in table form.
Case study
Digitization of the approval processes at Maschinenbau Müller GmbH
Maschinenbau Müller GmbH, a medium-sized company with 520 employees, produces complex special machines for the food industry. The company works with SAP S/4Hana and has so far organized approvals for orders and sales orders completely paper-based. In the company, order confirmations for customer orders must be released before they are shipped to the customer. For sales orders of order type TA and ZTA up to a value of 10,000 €, it is sufficient for a colleague from the Processing team to review and release the task. This must not be the same colleague who recorded the order. In the case of order confirmations up to €50,000, the team leader must also release the clerk. If the sales order has a value of more than 50,000 € is additionally necessary for approval by the management.
This results in the following release matrix in sales:
SAP Release Procedure Matrix Responsible Employees
Implementation with the MailCenter Sharing Add-On
With the MailCenter Approval Add-On, the approval processes for purchasing (MM) and sales (SD) have been completely digitized – directly in the SAP system.
Necessary Settings – This matrix is then used to set up the Sales or Purchase release procedures. Both the hierarchy of users who release documents within the approval process, as well as the amount limits and other characteristics are maintained in the system before the application is used. The complexity of the release, whether single-level or multi-level, depends on your needs.
You make the corresponding settings in Customizing as well as in the application. You get a complete solution without having to program anything individual. Simply download, set up and start.
Notification system – After an SAP document has been entered or modified, a process is forwarded to the responsible contact persons. Notification by e-mail or APP is used to ensure the approval process. Users who are to approve a document are notified when a document is pending release. In the e-mail notification you will find a direct link to the documents to be released. You can jump directly into the application and initiate the share. These notification components are sold separately.
Release – The release takes place for SAP GUI, SAP Fiori transactions or via the mobile APP. The selection of the relevant operations is done with the appropriate key / code and group, which is maintained in the authorizations for the respective user.
Highlight – Approvals are now possible on the go – via smartphone or tablet, even in the home office or in the field.
SAP Approval Procedure SD Sales – Transaction /MESERP/ST_SD28
SAP Approval Procedure SD Sales – Transaction /MESERP/ST_SD28
Results after 3 months
| KPI | Before | Afterwards |
|---|---|---|
| Ø Throughput time release | 3–4 days | < 12 hours |
| Missing approvals per month | 12 | 0 |
| Internal queries by e-mail | 40+ | < 5 |
| Media Disruptions / Paper Expenditure | High | Eliminated |
Why SAP Approval Procedures?
Who are interested in the SAP release procedures?
Basically for all companies that want to make the approval process more efficient. They reduce time and costs. You also reduce the manual effort involved in editing shares. By switching to an electronic approval process, many disadvantages of paper-based approval processes can be avoided.
Why choose our add-on? The MailCenter share add-ons are easy-to-implement standard solutions. Easy to set up and use. You immediately benefit from the simplified and accelerated approval processes. Guaranteed!
Make the most of the potential of digitalization for your company! This will lay the foundation for staying competitive in the long term. We help you with digital topics with practical problem solutions and innovative approaches.
Functionality
Basic Functions Sales
- Basis to replace manual signature procedures in distribution with electronic ones and to uphold the four-eyes principle
- Release procedure with classification for sales documents
- Simple and flexible definition of release strategies
- Intuitive processing of the release in SAP GUI and Fiori (fiorized)
Additional functions for notification and editing
via mobile app
- Share MM and SD operations on your smartphone or tablet
- Notification of responsible persons via push notification
- Directly sharing operations from the app
- Withdrawal of releases possible
- 100% integration in SAP standard processes
by e-mail
- Definieren von Regeln zur Überwachung der Einkaufs- und Vertriebsfreigaben
- Creation of e-mails for blocked documents to the responsible processor
- Processing and document release are done directly from the e-mail
- Very simple configuration
Highlights and benefits of the SAP add-on
Highlights
- Approval procedures for MM and SD operations
- Automatic notification of the people involved
- Direct processing from e-mail or APP
- Simplified and accelerated process processing
- 100 user-oriented solution
Benefit
Approvals fast and secure
- Simple, user-friendly handling
- Quick decisions, improved transparency
- Easier internal communication
- More efficient work, higher service quality
Seamless integration with SAP
- No external workflows
- no media disruption
- Leverage existing SAP roles and processes
Security
- Improved quality of operation processing
- No media breaks, minimizing errors
Easy to use
- Simple, user-friendly handling
- User satisfaction
Easy implementation
- Short introduction time, modification-free and releaseable
- No additional hardware or software required
Solution scope, implementation and technology
Scope of the solution
The application is available in German and English.
In addition to the provision of the programs, we take over the initial setup.
In any case, the program is easy and quick to implement.
You don’t need any other hardware or software.
Our services
- Installation via the Transport Management System
- Technical Settings in SAP
- Configuration of the application according to the needs of the company
- Functional instruction, handover and support
- Technical documentation
- Documentation for users
- Support for testing and go-live
- Service & Support Hotline, Helpdesk and Portal
Implementation – Quick setup of the integration through standardized procedure
The SAP configuration is based on the standardized project roadmap. For this purpose, we determine your requirements at the start of the project with the help of a predefined list of questions. The transports are then imported and the test system and client are configured. In doing so, we adapt the product exactly to your needs. Finally, you will receive the briefing. This standardized approach speeds up implementation and conserve your resources.
You will also receive documentation of the technical settings and one regarding the application. Finally, selected key users check the correct setup of the application. At this stage, our consultants will provide you with advice and assistance. During the production start and operation phase, you will receive support from our support.
In addition, our service support ensures the smooth operation of the SAP expansion in your company. In addition, we provide you with regularly updated program versions via our customer portal. For this purpose, you as a customer will have access to the Download area MailCenter. There you will find all documents and documents as well as updates to the program.
Technology
System requirement
Product versions from:
- EHP2 FOR SAP ERP 6.0
- SAP ERP 6.0
- SAP NETWEAVER 7.4
Also for SAP S/4HANA – from SAP S/4HANA ON-PREMISE 1511
SAP Approval Workflow
Discover more solutions
Electronic invoice
The solution for suppliers of contracting authorities.
Order Confirmations
Easy maintenance of order confirmations and ASNs for purchase orders.
Learn more about approval processes and approval procedures
Find out why approval apps sensibly replace paper-based approval procedures:
- SAP Release APP – for more efficient business processes
- SAP Approval Procedure – Extension of Digital Release for Sales and Purchasing
- SAP Approval Processes – The SAP Four-Eye Principle
- Release SAP Order – Overview and FAQ
or you can get a first overview in our video on YouTube …
SAP Approval Procedure for Sales and Purchasing – This Makes It Easy to Speed Up the Process
Your SAP Partner
munich enterprise software GmbH
Industriestraße 31
82194 Gröbenzell
Opening hours:
Mon. – Fri.: 09:00 am to 16:00 pm
+49 89 2154 689 80
