SAP Navigation Training

SAP AG

Course Goals
This course will enable you to:
Understand how SAP GUI works

(SAP GUI is the secured access to SAP system)

Understand how to Navigate through SAP.

Course Objectives
At the conclusion of this course, you will be able to:

Log On and Off SAP Use SAP Basic Functions Navigate SAP Transactions

Use Application Work Areas

Use Search Helps Set Parameters in the User Profile Use SAP R/3 Help (R/3 the SAP version the district is using for Finance).

Chapter 1 Goals
After completing this chapter, you will be able to:
Log on to the SAP R/3 system Change your Password Create multiple sessions of SAP R/3

Log off the system

Logging On
SAP Logon from Start Menu

Logging On
SAP System selection window

Two Tabs:
Shortcuts **Use this one! System (gives you options to

change clients and change password)

4 Shortcut Buttons
Log On New-Item
Dont use these.

Change-Item
Delete-Item

Logging On A new window appears

Enter your user-ID

Enter your Password
The first time you use SAP you need to reset your password.

The client number as well as language are entered by your administrator and defaulted

Press Enter on your keyboard

Passwords
Password Basic
You can use upper case letters or lower case letters in your password (SAP

R/3 does not distinguish between upper and lower case letters). You can use any combination of characters (a ....... z, 0.....9, or punctuation marks)

Password restrictions You cannot begin a password with:

?, !, or a blank space
three identical characters (fffce). any sequence of three characters that are contained in your user name (for

example, using bill," if your user name is 99biller)

Other bad ideas:

Do not use pass as your password Do not use any of your last five passwords

Logging On The initial password is given by the administrator The system automatically displays a dialog box Enter your new password in the New password field Enter exactly the same password in the Repeat password field Select confirm

Main Menu Screen The main menu screen is displayed (standard SAP)

Various Keys
Exit Keys

Back

Cancel

Exit Transaction Or Log Off

Create New Session icon

Sessions
Running Multiple Sessions When you sign onto SAP R/3, you create a session. You are allowed to have more than one session active at the same time. You can open a new session any time and from any SAP R/3 screen without losing data in the existing sessions. Example-While creating a req. you need to look up acct balances. Multiple ways to create a new session Like most other functions in SAP, many ways exist to execute the same command. For this procedure, you will be given every way possible to create a new session in order to demonstrate this capability. In general, people will find the way that best suits them.
1st Way To open a session by menu path, click System Create

Session.

2nd Way To open a session using the icon toolbar, click the Create

New Session icon.

3rd Way Right click on the SAP icon in the Taskbar, (not the Log On

icon) and select Create session

Viewing current sessions To view a listing of all sessions by command prompt, type /o in the command field and press Enter.

Generate will create a new blank session.

Switching between sessions Windows allows you to use the Alt + Tab Method to move from session to session. Do the following to switch between sessions: Hold down the Alt key with one finger. While holding Alt, press and release Tab.

Logging Off
Log Off System

Exercise

1. Log Off all Sessions 2. Log In 3. Open a Transaction 4. Create a New Session Hint: See page 3.

Chapter 2 Goals After completing this chapter, you will be able to:

Locate and describe the basic functions of the SAP R/3 screen elements Locate and explain the functions of the menu items on the SAP R/3 menu bar Locate and describe the functions of the buttons on the standard toolbar Locate the buttons on the application toolbar Locate and describe the various fields on the status bar

Describe the purpose of the function keys

Window Functions in SAP

SAP Window Functions
Pull-Down Menu Bar [ Standard Tool Bar [ Title Bar [ Application Tool Bar [ Status Bar [
Messages (Errors, Document #s )

Command Field

(Bottom Right) [

(ME51N)

Window Functions in SAP

Options

Push Buttons Checkboxes Tabs

Status Bar

Typical Icons
Enter
Confirms entered data Does not save work

Scroll buttons
First page, previous page, next page and last page

Layout menu
Customizes the
Display options Printout the screen (Hard Copy)

Back
Returns to previous screen without saving data

F1 Help
Provides help on the field where the cursor is positioned

Command field
Used to enter command, transaction code. To display it, click the arrow

Print
Print current screen

Create shortcut
Create a shortcut to any report, transaction

Cancel
Exit current task without saving data

Create session
Create a new session

Save
Saves the work

Exit
Returns to initial screen without saving data

Find and Find next

Search for data in current screen; extend research

Function Keys
Function Help Back Possible entries Select view(s) Organizational Levels Data Cancel Exit Other material Function Key F1 F3 F4 F5 F6 F7 F12 SHIFT+F3 SHIFT+F5

Chapter 3 Goals After completing this chapter, you will be able to:
Navigate in SAP Easy Access

Navigate in SAP R/3 using the menu paths Navigate in SAP R/3 using transaction codes

Easy Access

SAP Easy Access is new front enduser interface implemented from SAP 4.6A SAP Easy Access allows the definition of user-specific menus It can contain transactions, reports, web addresses the user needs to perform his daily tasks It appears when the user logs on in SAP The user can also define his favorites list

Easy Access Select Extras>Settings in the menu bar. The window comes up. Click one or many options. Click Enter. Each user can specify whether: Her/His favorites appear before or after the menu Only the favorites appear Technical transaction names appear in the tree menu The graphic on the right side of the screen appears

Menu Paths
SAP R/3 uses a menu path structure for navigating in and out of application screens similar to Microsoft Windows Explorer
Microsoft Windows Explorer
SAP Menu Path

User Menu
User Menu display

This screen shot is To be Announced. You will have access to display all screens, however, you will be limited by your security as to what you can change.

SAP Menu

User Specific Menu

Creating Favorites

Each user can create her/his favorites Favorites can contain SAP transactions Files or Web addresses Favorites can be organized in folders Select Insert folder in menu/ Favorites can be moved or renamed (changed) Select Move or Change

name your folder and press the check mark.

Creating Favorite SAP Transactions

To insert an SAP transaction in favorites select a transaction then Favorites > Add on the menu bar
This will show the menu path in your favorites.

OR select Favorites > Insert transaction. Enter the transaction technical name, then press enter OR select a transaction, keep the mouse button pressed and drag the item to the desired position. Release the button OR Right Click Favorites

Favorites

Favorites

(Click and Drag) This will give you the name and Tcode only in your Favorites list.

Creating Favorite Files and Web Links

To insert a web address or a file in favorites

Select Favorites> Add other object. Select web address or file. Fill in the Text field (with a name) and fill in the Web address or file (www.xxx.com OR click the field box to show the Browse button . Find and double click on your file. ) Press Enter.

Transaction Codes
What is a Transaction Code? A transaction code is a 4 or 5-character code that identifies a transaction screen in SAP R/3. For example, the transaction code associated with creating requisitions is ME51N. If you know the transaction code for a screen, you can jump directly to that screen without using the menu path. Why Use a Transaction Code Instead of the Menu Path? Using transaction codes instead of menu paths in most cases is a matter of personal preference. You may find that transaction codes are quicker to use than menu paths.

Transaction Codes
It is important to note that even if you choose to frequently use transaction codes, you should still have a clear understanding of how to use menu paths. While you may not always know the transaction code for a screen, you can always use the menu path to locate the transactions in the system.
To go to a screen in the current session, type the transaction

code in the Command field then press Enter.. To open a new session, type /n before the transaction code.

T-Codes from the History List In the Transaction Code field, click the document icon. The History list displays. This is a list of all transaction codes recently used.

Highlight a displayed item or scroll down the list to display desired transaction and click. Selected transaction code appears highlighted in the transaction code field. Press Enter.

Open Transaction in a New Session

To open a new session containing a specific transaction, type /oXXXX (XXXX = Transaction code) into the command field and press Enter. A new session displays with the entered transaction.

Remember, you can have 3 sessions of SAP open at a time.

**Delete everything in your Favorites folder by highlighting each item and pressing the Delete key on your keyboard.

Exercise 1. Drill down to ME51n, (Create Purchase Requisition) and add it to your Favorites folder. 2. Insert a web site into your Favorites folder. 3. Using your Transaction History go to the ME51n screen.

Chapter 4 Goals After completing this chapter, you will be able to:
Identify the components in the application work area
Enter data into SAP R/3 fields Insert data using list boxes

Know how to customize their local display of SAP

Application Work Area

Application Work Area

Here, data is entered and/or displayed. The work area of the screen contains many different types of fields and display objects. This section describes the common objects found in the application work area.

(Display MIGO)

Data Entry Fields

Data entry fields allow you to enter new data or change existing displayed data. Their white background identifies them. All data entry fields have a name or a label, which refers to the data that can be entered into the field. You enter data in a field by putting the cursor in the field and typing the data you want. Data entry fields may contain default data (which you can change). If you are not sure what type of data to put in a field you can click in the field and press the Help button | to get information about the field. (MIGO Screen) Required Data Field A special type of data entry field is called a required field. This field must have data entered in it in order for the screen to be completed. Required fields are sometimes identified by checked box in the field.

Types of Data Entry Fields

Simple Drop Down

(MIGO Screen)

If a field has a list icon in the field it contains a simple drop down list. This is a short, limited list from which you must chose a field value (that is, no typing).
(MIGO Screen)

Input Fields

SAP Input Fields are similar to Windows programs: The active field has the flashing cursor. Most of the time, the limit to the length of data allowed in the field is indicated by the size of the box. To move to the next field, press Tab. Pressing Enter will Execute the transaction.

Types of Data Entry Fields

List Display

On the ME51N transaction, click in the Material Group field and click the Search icon. A dialog displays with a listing of all possible selections for this field. Double click to select an item.

Date Fields Date fields in SAP R/3 have a feature that works like a hidden list box. You can display a calendar for a date field and select any date without having to enter it manually. To display the calendar: In the ME51N transaction, click in the Delivery Date field then click the Search icon. A calendar displays. The system displays the current month; todays date has a box around it. Double click to select a date.
(Short cut press F4 then F2 for current date.)

Buttons and Check Boxes

Buttons and Check Boxes

Customizing Local Layout (on most screens).

(ME51N)

Radio Buttons

Check Boxes

Printing a Hard Copy

Press the Customizing Local Layout button and click on Hard Copy.

Print a screen shot.

Chapter 5 Goals After completing this chapter, all students will be able to:

Select a key from a list of valid entries Perform a search help inquiry Use a wildcard character in a search popup box Change the search category

Help Functions
Help Functions (F1 vs. F4)

F1

F4

(Same as Browse Button)

Field Help
You

can get help on fields and field input by clicking on the field then: pressing F1 on the keyboard, or clicking on A dialog box with the definition of the field appears

Searches

Searches

In the dialog box to the left, you can search by material description, material number, or both. Example d*.

Results The results of the search will appear in the form to the right. These results may also be sorted.

Search Help Box

Search Help dialog
Use the tabs, arrows or quick find box to change the search category.

From the ME51N screen to search Vendors, press the Green Checkmark to show a list of vendors. Or type the first letter and an * in the Name column and press the Green Checkmark to Start Search.

Exercise

1. Find the Vendor # for BALLOON EXPRESS. 2. On the ME51n screen find the definition of the A field. (3rd from left).

Chapter 6 Goals After completing this chapter, you will be able to: Access field-specific Help Access Application Help Access SAP R/3 Help Library Access terms in the SAP R/3 glossary

Field Level Help

Field-specific help displays information for a field when the cursor is currently in that field. To demonstrate this process, access any transaction. In order to use field-level help you must have the cursor in the field you want. To access help on the desired field, do the following: 1.Click once in the desired field. 2.Press F1. The appropriate help window displays help information for that field. 3.To exit the help window, click or in the popup window.

Application Help

Choose menu path Help Application help. The system identifies where you are and displays the appropriate help area. The current displayed topic is part of a larger set of online documentation for SAP. You can read the information in the current window, and move forward or backward in the area by clicking the buttons at the top of the window. To return to the SAP screen, click .

SAP Library

Select the following menu path: Help SAP Library. The SAP Website screen displays. A list of functional topics displays. Select a topic by clicking on it. Another list of sub-topics displays for the topic you selected. Click on the appropriate sub-topic to reach a table of contents for the functional sub-topic you want.

SAP Glossary

Select the following menu path: Help Glossary. The Glossary List popup box appears. The list displays in alphabetical order. Use the scroll bar on the left side of the window to view the entire list or click on the appropriate letter. When you find the term you want, click on it. To close SAP Library-Glossary click

Exercise

1. Using the appropriate Help, find the Definition of Business Workplace.

Chapter 7 Goals After completing this chapter, you will be able to:

Navigate in the Business Workplace Send a message to another SAP user View your messages Delete your messages Use the Appointment Calendar

Accessing the Business Workplace

Click on the Business Workplace button.

Navigating the Business Workplace

View contents by clicking on the triangles.

Composing a New Message

Click on the New Message button to compose a message to a SAP user.

Composing a Message Same as Subject Line

Message area

SAP User ID, choose SAP Logon Name, check the Express Mail, CC or BCC check box.

Sending a Message

Send Attach

Cut, Copy, Paste Undo, Redo,

Find, Find Next

Prompt to Check Messages

Check Choose brings doesnt do you anything. back to BW.

Inbox brings you to your Inbox and displays a list of messages.

Checking Messages

Click on a Title to view the message in the bottom section.

Click on a category to see its contents.

Viewing an Individual Message

Double click on a Title to view the message in a full screen. Click the back button to back to Business Workplace.

Deleting Messages

Delete a message by clicking on the Title and dragging it to your Trash Can, OR click on the Title to highlight the message and press Delete on your keyboard.

Viewing Messages in the Trash

Click on your Trash can to view the contents.

Emptying the Trash Delete Button

Empty Trash by highlighting a message and pressing the Delete button on the toolbar. Press Yes on the Confirmation message.

Trash and Shared Trash

Documents, distribution lists, and folders that were deleted from the shared folders are stored in the shared trash.

Only the administrator can access the shared trash.

Appointment Calendar
From the BW main screen press the Appointment Calendar button.

Click on the date to view a day.

Click on a week number to view the week.

Press the Create Appointment button to schedule an appointment.

Create Appointment
Fill in Title (name) Date and Time (Military Time) Room

Description

Press Check to Create Appt.