This segment from our 185 page SAP Overview and Navigation manual is being made available as a sample of our training manuals. Please contact
[email protected] if you have any SAP training needs, or visit www.ERPtips.com for more information. Written by Jocelyn Hayes Published by Klee Associates, Inc. Copyright Klee Associates, Inc., 2010
SAP Navigation In this section on Navigation, we will cover the following topics:
Logging into SAP
Screen Elements
Selecting Functions
Transaction Code
Favorites
User Master
Parameters
Logging into SAP 1. To begin the login process, find the login icon on your desktop:
2. Double-click on it to open the SAP Logon screen.
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3. Once you have opened the GUI, select the client ERPtips IDES and click .
4. The following Login Screen will appear:
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5. Enter the data in the following table. Field
Value
Client
800
User Id
Jhayes
Password
initpass
6. Either press the Enter key or click
to login.
7. The following screen MAY appear if it is the first time you have logged into your system or your password has been reset by your system administrator:
Note that each company can specify the format of the user ID and password. What this means is that there may be specific format conventions that must be followed when setting your password. An example would be the requirement to have one capital letter and a number. The Screen shot above indicates that the password is case sensitive.
8. Enter a new password, repeat the entry, and press Enter to continue.
Once you have arrived at the following screen, you have successfully logged into SAP.
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Exercise: Log into SAP Repeat the steps previously demonstrated to log into SAP.
Write your assigned user ID here: _______________________
Your initial password will be:
initpass
Write your new password here (user selected): ____________________
Now, let's discuss some of the screen elements that can be found on most SAP screens.
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Screen Elements Some items you see on the SAP screen will be familiar to you, but most will not. Don’t worry, you will spend plenty of time getting used to the icons, menu paths, transaction codes and other features found in the SAP GUI.
The SAP system is organized by module as noted in the previous section. Transactions can either be accessed via the menu path or via a transaction code.
SAP Easy Access is the standard entry screen displayed after logon. Using the menu path Extras – Set start transaction you can select a transaction of your choice to be the default entry screen after logon.
You navigate through the system using a compact tree structure that you can adapt to your own specific requirements. Use the menu path Extras – Settings to change your view of the tree structure. You can use this to display technical names (transaction codes).
You can also create a Favorites list of the transactions, reports, files, and web sites you use most.
You can add items to your favorites list using the Favorites menu option or by simply dragging & dropping them with the mouse, or you can manually add them by right-clicking on the favorites folder and selecting an option to add a transaction or a URL.
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In addition to the standard menu, there is a user menu that contains only those transactions for which the user has authorization.
Your system administrators can also set up area menus, which allow them to add transactions for a business process (like month end closing for Finance, or running Payroll for HR). Area menus can be assigned to users or manually selected.
Command field: You can use the command field to go to applications directly by entering the transaction code. You can find the transaction code either in the SAP Easy Access menu tree (see next screen shot) or in the relevant application under System Status.
Menu bar: The menus shown here depend on which application you are working in. These menus contain cascading menu options.
Standard toolbar: The icons in the system function bar are available on all SAP screens. Any icons that you cannot use on a particular screen are dimmed. If you leave the cursor on an icon for a moment, a small flag will appear with the name (or function) of that icon. You will also see the corresponding function key. The application toolbar shows you which functions are available in the current application.
Title bar: The title bar displays your current position and activity in the system.
Check boxes: Checkboxes allow you to select several options simultaneously within a group.
Radio buttons: Radio buttons allow you to select one option only.
Status bar: The status bar displays information on the current system status; for example, warning and error messages.
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A tab provides a clearer overview of several information screens.
Options: You can set your font size, list colors, and so on here.
Selecting Functions System functions are also known as transactions. Transactions allow you to execute the steps in a business process, like creating a purchase order or receiving goods into inventory.
You can select system functions in the following ways: 1. Use the mouse to choose:
Menu options
Favorites
Other options in the tree structure (tree control)
2. Use the keyboard (ALT + the underlined letter of the relevant menu option).
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3. Enter a transaction code in the command field:
A transaction code (T-Code) is assigned to each function in SAP (not each screen).
You can access the assigned transaction code from any screen in the SAP System.
You can find the transaction code for the function you are working in under the Status option of the System menu.
For example, to display Accounts Receivable master data, enter “/n” and the appropriate transaction code (in this case “/nfd03”).
Other possible entries:
“/n” ends the current transaction. “/i” ends the current session.
“/osm04” creates a new session and goes to the transaction specified (SM04).
You can also use the keyboard to get to the command field. Use the CTRL + TAB key combination to make the cursor move from one (input) field group to the next. Use TAB to move between fields within a group.
Transaction Code What is a Transaction Code?
A Transaction Code is a four or more digit code used to access a transaction directly without having to utilize the menu path. 1. To Identify the Transaction Code, follow the menu path Extras Settings.
2. Select the indicator noted. 3. Click the green check mark
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or press Enter.
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Favorites The Favorites feature is a way to manage and organize the transactions that you use on a regular basis.
The functionality allows you to create one or more folders.
Once the folder has been created, a transaction can be assigned.
1. To create the favorite bring up the SAP screen.
2. Using the mouse, Right-Click on the Favorites folder and select Insert Folder. The following dialog box will appear:
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3. Enter the name “User Data”. 4. Click
.
The following dialog box will appear:
5. Enter SU01d.
6. Click
.
7. The favorite has now been added and it will appear as follows:
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Exercise: Favorites To create the favorite, bring up the SAP screen. 1. Using the mouse, Right-Click on the Favorites folder and select Insert Folder. 2. Enter the name “User Data” 3. Click 4. Using the mouse, Right-Click on the User Data folder and select Insert Transaction. 5. Enter SU01d. 6. Click folder.
to confirm the transaction code and add it to the Favorites
Keep in mind, the favorites are set up by user ID.
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User Master The User Master record in SAP determines the following settings:
Default Settings
Validity Period
Role Assignment
Format for Date
Format for Amounts
Address Information
To navigate to the user master, follow the menu path: System User Profile Own Data Or transaction code: SU3
User Profile: Address Tab
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User Profile: Defaults tab
We will review the Parameters tab in the next section.
Parameters The Parameter or PID is a value that can be found on certain fields in SAP.
These 3-digit codes can be added to the User ID with a value which can be automatically defaulted into the selection criteria for transactions.
Examples include:
BUK Company code
CAC Controlling area
EKO Purchasing organization
WRK Plant
Now, we will demonstrate how to identify a PID.
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1. Access a transaction which uses the field. In our example, we are accessing Display Vendor Master (transaction code FK03).
2. Place the cursor in the field and press F1
The following dialog box will appear:
3. Click
The initial screen will update to show the folder.
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The value can then be added to your user master.
4. Access the main SAP menu, then follow the menu path below:
5. The user master will appear as follows:
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6. To add the PID, click on the Parameters tab
7. The parameter tab will appear as follows:
8. Scroll to the bottom of the screen. 16
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The parameter tab will appear as follows:
9. Enter the Parameter ID BUK & parameter value of 3000
The result is as follows:
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Now, if you execute any transaction that uses the Company Code field, it will default to Company Code 3000.
Exercise: Parameters To create the favorite bring up the SAP screen. 1. Access Transaction XK03 2. Place your cursor in the Purchasing Org filed 3. Hit F1 on the keyboard 4. Click 5. Write down the PID 6. Access your user ID 7. Click on the Parameters tab 8. Enter the PID and a value of 3000. 9. Click Save 10. Execute transaction XK03 again. Did your Purchasing Organization default to 3000?
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Legal Speak:
Purchase of this book or acquisition at an ERPtips class, constitutes an implied agreement by the purchaser to a limited, license granted to the purchaser by Klee Associates, Inc., specifically for purposes limited to improving your personal knowledge of SAP software which does not in any way compete with Klee Associates. This manual is protected by copyright law, and is sold or is part of an ERPtips class with the following conditions: The manual will be used for your personal professional development. The manual will not be physically copied for distribution to other individuals or converted to an electronic copy for distribution to other individuals, unless copyright permissions for copying have been acquired from Klee Associates, Inc. The manual will not be used to conduct training classes by you or other individuals, without the written permission of Klee Associates, Inc. Inclusion of the concepts in this book in any internal client training material is allowed if the source of the concepts is acknowledged as follows:
Copyright 2010 All rights reserved. Used with permission. Klee Associates, Inc.
NO WARRANTY: This documentation is delivered as is, and Klee Associates makes no warranty as to its accuracy or use. Any use of this documentation is at the risk of the user. Although we make every good faith effort to ensure accuracy, this document may include technical or other inaccuracies or typographical errors. Klee Associates reserves the right to make changes without prior notice. ERPtips is a valued resource for thousands of clients and consultants worldwide. Visit our web site for more information about upcoming training, books, and newsletters. www.ERPtips.com
ERPtips is a registered trademark of Klee Associates, Inc. No Affiliation: Klee Associates, Inc. and this publication are not affiliated with or endorsed by SAP AG. SAP AG software referred to on this site is furnished under license agreements between SAP AG and its customers and can be used only within the terms of such agreements. SAP AG is a registered trademark of SAP AG. All other product names used herein are trademarks or registered trademarks of their respective owners. SAP Overview and Navigation ECC 6.0
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