SAP Basic Navigation

Contents

Logging On and Off Understanding the SAP R/3 Window Navigating SAP R/3 Processing Transactions Finding Data Using SAP R/3 Help Working with Multiple Sessions Managing Your Work Environment

Logging On SAP R/3

To log on to SAP R/3, you need:

A client number A User ID An initial password A personal password A language code EN, Default (Blank) - English

Passwords Guidelines in SAP R/3

Any combination of characters Must be between 6 and 8 characters

Begin your password with

- ?, !, or a blank space as the first character - Three identical characters - Sequence of three or more characters that are also contained in your User Id

Your last five passwords

Logging Off SAP R/3

To log off of SAP R/3:
1. Follow the menu path: System Log off or Click on the SAP Easy Access SAP R/3 System screen

or Click the windows close button in any screen

2. In the Log Off window, click

SAP R/3 Window Elements

Control Box

Menu Bar

Standard Toolbar

Title Bar

Application Toolbar

Command Field Status Bar

Common Buttons in SAP R/3

Buttons Description Enter Checks your work after you have finished entering information on a screen Save Saves your work Back Returns to the previous screen without saving your work Exit Leaves the current application and returns to the previous application Cancel Exits the current task without saving Help Accesses on-line help Create Session Creates a new session Shortcut Generates a shortcut on your desktop

Work Area
The work area is the part of the screen where you enter data. In some cases you will not only enter data, you will also need to choose options using different graphical elements. These include:

Checkboxes

Radiobuttons

Entry fields

Groupboxes

Buttons

Navigating in the SAP R/3 Tree Structure

You can expand and collapse menus in the tree structure by clicking the nodes to the left of the menu items

Browse through the menu text by clicking on the nodes to the left until the required transaction is found. Doubleclick on the icon to start the transaction

Finding SAP R/3 Transaction Codes

System Status
To find the transaction code of a particular transaction, use the following menu path

The transaction code for the current task is displayed in the TRANSACTION field

Using SAP R/3 Transaction Codes

From the SAP R/3 main menu screen, enter the transaction code in the command field

PA40

/nPA40

If you are currently working in a transaction and want to keep it open and start another transaction, enter /o<transaction code> in the command field and click

If you are currently working in a transaction and want to leave to go to another transaction, enter /n<transaction code> in the command field and click

/oPA40

Enter Data into Fields

A transaction consists of one or more screens. Several screen elements help you to complete a transaction Tabs enable you to enter, display and alternate between multiple screens within a single window. To access the next screen, select the corresponding tab header

Enter Data into Fields (contd)

A Field is a single unit of information such as a customers name or account number. Fields have the following characteristics

1. Fields vary in length 2. Fields that contain display only data (cannot be changed) have the same color background as the screen 3. The button to the right of a field indicates a matchcode. 4. A field containing a is a required field. ***

*** Note: In general, if a screen has no required fields, you can go to the next screen without entering data in any fields. Some screens, however, have required fields that are not marked.

System Messages
When checking your work, SAP R/3 sometimes responds with an error or system message:

Error messages appear if the entry is unacceptable. You cannot continue until a valid entry is made in that particular field. The sign denotes an error System messages alert you to potential problems with the entry or information about how other parts of the system are affected, but allow you to continue processing the transaction. The sign denotes other system messages
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Searching for Field Values Using Matchcodes

Searching for field values using matchcodes is possible if there is a button to the right of the field

When you want to find a field value for such a field:

1. Place the cursor on the field 2. Click 3. SAP R/3 displays a list of possible field values if their number is relatively small, otherwise the following search help window is displayed

Searching for Field Values Using Matchcodes (contd)

4. Enter one or more search terms in the fields displayed; this helps the system narrow the search information. One method of restricting the search is to use the wildcard, which is * For example, if the value you want begins with a 2, enter 2* in the field. Only those records that have the corresponding field, which begins with a 2, are displayed

If the following search term is used:

cap* *182 *ten*

Records are displayed that contain these fields:

capitalized and capital blink182, 30000182, xxxxxxx182 tennis, mittens, often

Searching for Field Values Using Matchcodes (contd)

5. Click . SAP R/3 generates and displays a hit list

6. Place the cursor on the appropriate record and click to accept the selected value. SAP R/3 transfers the selected value into the field

Creating Personalized Value Lists

If you often choose the same values, it may be helpful to create personalized value lists On the hit list created in Step 5 of the Using Matchcodes instructions, place the cursor on the required value. Click personal value list to insert the value in your

Accessing SAP R/3 Help

To access SAP R/3 Help from any screen, click

To access SAP R/3 Help on a specific field, place the cursor on the field and click This may give you a definition and description of the field

Accessing SAP R/3 Help (contd)

To access SAP R/3 Help on a system message, click on the message in the status bar. SAP R/3 displays any available additional information on a help screen

To access step-by-step instructions for an SAP transaction, follow the menu path: Help Application help

You can use the on-line Glossary to look up unfamiliar terms that are specific to SAP R/3 by following the menu path: Help Glossary

The SAP R/3 Library provides detailed information about transactions and SAP R/3 terminology. It allows you to search for topics by keywords. To access the library, follow the menu path: Help SAP Library

Opening a New Session

To open a new session in SAP R/3, click

SAP R/3 opens a new session and displays the number of the session in the status bar

Moving Among Sessions

You can easily move among multiple sessions without losing any data. You can leave a session on hold as long as required and can return to it whenever necessary To toggle between sessions: Press Alt + tab. The screen title will identify each open session. OR Click on any visible part of the new screen session window to switch to that session.

Alt + tab

Ending a Session
Since each open session uses system resources that could affect response time, it is advised that you end any sessions that are not in use

To end a session:
1. Save your data. When you end a session, SAP R/3 will not prompt you to save your data. 2. Follow the menu path: System End session

OR
Enter /i in the command field and press Enter

Accessing Your User Profile

The User profile sub-menu within the System menu allows you to customize and manage SAP R/3 sessions. Customizing your user profile helps you to reduce data entry and set up your work environment

Hold data and Set data both automatically enter specified data for a specified field. The difference is that with Hold data, you can change the held data. With Set data, you cannot change the held data Use Delete data to release data held on a screen Use Own data to access User Address, User Defaults and User Parameters

SAP R/3 Standard and User Menus

The SAP Standard menu contains all functionality available. It is not customized to the individual user. To display the SAP Standard menu, click menu path: Menu SAP Standard menu or follow the

The User menu reflects your working environment. It can consist of transactions, reports and Web addresses. Menus are created for particular groups of users on the basis of activity groups. To display the User menu, click menu path: Menu User menu or follow the

Creating Your Favorites

The Favorites menu allows direct access to the transactions that you use the most without having to navigate through a series of menus
Follow one of these menu paths to create your Favorites menu: Favorites Insert folder Favorites Insert transaction Favorites Add Web address or file