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( ( ( ( ( ( ( ( ( Scope........................................................................................................................1 Learning Objectives.................................................................................................1 Course Prerequisites................................................................................................1 Target Audience.......................................................................................................1 Lesson 1: Accessing Reports...................................................................................2 Lesson Objective.....................................................................................................2 Graphics/Flowchart..................................................................................................2 Exercise 1: Accessing Reports via the Menu Path..................................................3 Overview..............................................................................................................3 Objective..............................................................................................................3 Menu path............................................................................................................3 Transaction code..................................................................................................3 Getting Started Basic Navigation Tools & Nomenclature...................................3 Exercise 2: Basic Features.....................................................................................12 Overview............................................................................................................12 Objective............................................................................................................12 Menu path..........................................................................................................12 Transaction code................................................................................................12 Features/Procedures ..........................................................................................13
SAP NAVIGATION
SCOPE
The scope of this course is limited to SAP system navigation and some basic features for using the system.
LEARNING OBJECTIVES
After completing this course, you will be familiar with some of the basic tools and terminology for navigating through the SAP system and will be able to perform basic functions including: 1. Drilling down menu paths 2. Entering transaction codes 3. Creating a new session 4. Creating a shortcut on the desktop 5. Creating favorites 6. Using help
COURSE PREREQUISITES
1. How To Logon (GN102)
TARGET AUDIENCE
Any State System employee who may need to use the SAP system in any capacity.
GRAPHICS/FLOWCHART
NA
OBJECTIVE
The objective of this exercise is to enable personnel to gain an understanding of the tools/methods utilized to navigate through a typical transaction in SAP.
MENU PATH
NA
TRANSACTION CODE
NA
GETTING STARTED
Review of the following elements will provide a basic framework of understanding for how to get around in the system:
STANDARD TOOLBAR
The standard toolbar, located just below the menu bar, contains buttons/icons for performing common actions such as Save, Enter, Back, Exit, Cancel, etc. The toolbar also contains the Command field (see white rectangular box in red circle below) where transaction codes can be entered.
If you are in a particular transaction and want to proceed to the next transaction without going back to the main menu, you can enter /n followed by the transaction code in the command field, then click . The functions that can be performed with the toolbar will be dependent upon where you are in a particular transaction. For example, notice in the toolbar below that the Save icon is grayed out; you would not be able to Save in this instance. Other buttons may be grayed out at any given time depending on where you are in a particular transaction (i.e., what screen you are on). A table summarizing the function of each button of the standard toolbar is presented on the next page. In addition, these buttons/icons are explained in further detail later in this course.
Command field
Save
Back
Exit
Cancel
First page
Previous page
Next page
Last page
Create session
Create shortcut
F1 Help
Button
When you can select multiple items, options are identified by checkboxes:
Choosing Options with Radio Buttons To select an option, click the radio button next to that option. The selected radio button is now filled in. To change your selection, click a different radio button. The original button is now empty and the new selection is filled in. To select a radio button using the keyboard, use the Tab key to move to the group of options. Use the arrow keys to move to the desired option, and press the spacebar. Choosing Options with Checkboxes To select one or more options, click the checkbox next to each desired option. The selected checkboxes now contain a checkmark.
To deselect a checkbox containing a checkmark, click it again. The checkmark disappears. To select a checkbox using the keyboard, use the Tab key to go to the group of options. Use the arrow keys to go to each desired option, and press the spacebar. To deselect a checkbox containing a checkmark, use the arrow keys to go to the option, and press the spacebar. The checkmark disappears.
DIALOG BOXES
The SAP System displays dialog boxes when it:
Requires more information before it can proceed Is providing information, such as messages or specific information about your current task
Before you can continue, you must choose an action from a dialog box. To choose an action, choose one of the buttons at the bottom of the dialog box. A sample dialog box is shown here:
When you end a task without saving your data, or you choose a function that may cause you to lose data, the SAP System usually displays a dialog box in which you are asked to confirm or cancel your action.
Use If the screen you are working in contains any required input fields, you must enter data in these input fields before you can proceed to the next screen or tab (if the screen is using tabs). Generally, if a screen has no required input fields, you can go to the next screen or tab without entering data in any fields. Some screens, however, have required input fields that are not identified. This situation can occur when You enter data in an optional field that has required fields associated with it You need to enter data in one of several input fields For example; freight can be delivered by a specific day or week. Neither the Day field nor the Week field are identified as required input fields; however, you must complete one of the fields (not both). When you choose OK to proceed to another screen, if you have not completed all the required input fields on a screen, the SAP System displays an error message in the status bar. At the same time, it places the cursor in the required input field so that you can make the necessary data entry.
TABS
Tabs enable you to enter, display, and alternate between multiple screens. In transactions containing multiple screens, they provide a clearer overview. In addition, tabs enable you to proceed from one tab page to the next without having completed all the data. To access a tab page, select the corresponding tab header. In some cases, you must complete all required input fields on a tab page before you can move to the next tab page. Features
In the case of longer tabstrips, not all of the tabs appear on the screen. The left and right arrows at the top of the tabstrip allow you to scroll to all the tabs. If you choose the button at the right of the tabstrip , the system displays a list of all the tabs on the tabstrip. If you select a tab from this list, the selected tab page moves to the foreground. Tabs are arranged in order of importance or in the process order of the transaction. Tab headers can contain text, icons, or both.
OBJECTIVE
The objective of this exercise is to familiarize personnel with the basic navigational features of SAP (e.g., drilling down, entering a transaction code, etc.) and associated input screens that may pop-up as a transaction is being processed.
MENU PATH
Menu path will be specific to each particular transaction/report.
TRANSACTION CODE
Transaction code will be specific to each particular transaction/report.
FEATURES/PROCEDURES
After logging on to SAP, the screen below is the first screen that will be displayed:
The following window shows the screen that will be displayed after drilling down two levels (by clicking on the right pointing arrow twice), when starting from Logistics:
Each transaction can have multiple levels. The lowest level is indicated by the cube symbol, shown below:
Drill down further, by clicking on each down arrow (as highlighted in the following figure) until you reach the lowest level (highlighted by the red circle):
The lowest level in this case is ME51N - Create field, highlighted below, where the "Create Requisition" transaction can be executed.
Clicking on the ME51N - Create field will take you to the following "Create Purchase Requisition" window:
This is the window where you will actually perform the entries required for the transaction (creating a requisition).
NOTE: If you are already in a particular transaction and want to proceed to the next transaction without going back to the main menu, you can enter /n followed by the subsequent transaction code in the command field, then click .
This will lead you to the Enter Vendor Invoice screen, which corresponds to the FB60 transaction code, as shown below:
NAVIGATION ARROWS
The navigation options in the SAP R/3 System are intended to give the user as much freedom as possible when moving between screens and tasks. To support this, a number of standard functions (such as "Back", "Exit", and "Cancel") are offered. Note the green checkmark and colored arrows on the following screen (Green, yellow and red). Their functionality is explained in this section.
The following screenshot is a blown-up version of the Standard Toolbar shown on the previous screen.
This icon is used as the ENTER key that allows you to continue to the next step. It is used when you require the system to validate your field entries and then move to the next function, or screen, in a system task. This key does NOT save the information that you enter. For that, you will have to use the SAVE icon. Green Arrow
This icon is used as the BACK key. It is typically used to go back to the previous screen or menu level. Yellow Arrow
This icon is used as the EXIT key. It is used when you want to exit the current menu level or system task without saving the data.
Red X
This icon is used as the CANCEL key. It is used when you want to cancel the data you entered in the current system task. Save
This icon is used as the SAVE key. It is used to save data or save changes to data in a system task. Delete
PAGING
You can use the four paging buttons to move through a long list or report.
To move: A page up: click on the single up arrow A page down: click on the single down arrow To the first page: click on the up double arrows To the last page: click on the down double arrows
To create a new window: Click on the icon highlighted by the red circle on the above screen This will create a new window. You can switch between the two windows, the old and the new, by: Pressing the ALT key (and keep holding it down) Hitting the TAB key to move to the other window(s)
While in a particular transaction, click on the Generate a Shortcut icon highlighted on the following screen:
Click on OK
Clicking on the OK button will place the shortcut on the desktop as shown below:
CREATING A FAVORITE
A favorite is just like a bookmark in a Browser, which enables you to reach a transaction without using a menu path or typing in a transaction code. You can add multiple, frequently used, transactions to your list of favorites so that you can reach your destination quickly without having to remember either the menu path or the transaction code. To add a favorite: Navigate to the transaction code that you want to add to your favorites On the following screen, ME51N Create has been highlighted. This is the transaction code that we need to add to the list of favorites.
To add the favorite, after navigating to it: Click on Favorites on the menu bar Click on Add
This will add the ME51N transaction code to the list of favorites, as shown below:
STATUS BAR
The Status Bar is located at the bottom of the SAP screen. It displays important system messages, such as errors and completion of transactions, as well as other session information. The following screen shows the message generated by the system after a purchase requisition was changed:
The circle on the left hand side of the screen indicates that the purchase requisition # has been changed. The circle on the right hand side of the screen indicates the system information. For example, it indicates that the TRN client 722 is currently being used.
As indicated above, the default information displayed in the right-hand portion of the status bar indicates which client is in use. By clicking on the selection list icon (circled in red below), you have the option to select from several other choices of data to be displayed in this area.
A pop-up window, as shown below, will be displayed. The check mark, in the left column, indicates the information that is currently being displayed. Click on your choice to change the status bar display. In the example below, the transaction code was selected.
The status bar will now indicate the transaction code that is currently in use.
Click on the green checkmark (next to Navigate), to return to the previous transaction
OR by clicking Menu in the upper left corner of the screen, then User Menu from the drop-down list (see below):
The user menu contains only those items such as transactions, reports, and Web addresses you need to perform your daily tasks. If a user menu has been defined by your system administrator, it appears when you log on to the system. If you have not been assigned a user menu, or you need to access items that are not contained in your user menu:
Open the SAP standard menu by choosing Menu SAP standard menu. You now have a complete overview of the SAP System you are currently working with. Use the navigation area to navigate to the items you need. Or, contact your system administrator.
Create a favorites list consisting of the transactions, files, and Web addresses you use most frequently Go to SAP Business Workplace, if you are using Work items
ROLES
Roles are collections of activities used in business scenarios. Users access the transactions, reports, or Web-based applications through user menus. SAP currently delivers over 1200 predefined roles. Users can change aspects of roles they are assigned, for example, by creating their own favorites list. When a user is assigned a role, they are assigned not only the menu, but also the authorizations they require to access the information, ensuring that the business data is always secure. Authorization profiles are generated according to the activities contained in the role, thus restricting the authorizations of each user in the SAP System to only those activities. In the mySAP.com Workplace, the user uses a Web browser to view and execute the required tasks and activities. Roles can be assigned here as well. The system administrator can tailor the user menu to the personal requirements of each user, by adding or deleting menu entries.
After clicking the search button (or pressing F4), a pop-up window similar to the example below, will be displayed. This window provides options for conducting your search. Often, there are several tabs available, which give different search options. Note the three buttons in the upper right corner. The left arrow will bring the previous tab to the front, the right arrow brings the next tab to the front, and the selection list displays a listing of all available tabs and allows you to choose which to bring to the front.
Once you have chosen the tab that corresponds to your desired search method, enter data in the fields to limit your search. You may complete all, some, or none of the fields. If no fields have been completed, the entire list of possible selections will be returned. In the example below, only vendors with a Harrisburg address will be returned.
Sample search results are shown below. When the desired item is located, double-click it. Or highlight it by clicking on it once and then clicking the green check mark you are not satisfied with the search results, click the blue X . If to close the window.
The result of either of the two methods above will be the entry field being populated with the selected data.
This will return all vendors whose zip code begins with those digits.
The wild card can be added at the beginning, middle, or end of your search term. You can also use multiple wild cards within a search term.
HOW TO LOGOFF
Click on System
Click on Logoff. This will log you off the system. You can also logoff by clicking the X button in the upper right corner of the screen.
SUMMARY
The following features were covered in this course: How to navigate using menu paths, arrows and transaction codes How to drill down How to move up/down pages and screens How to create multiple windows (sessions) How to create a shortcut on the desktop How to create a favorite How to do Field Entry Searches How to get help How to logoff