SAP Navigation Training

1
SAP Navigation Training

• SAP AG

2
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.

3
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).

4
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

5
Logging On
6
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
• Change-Item
• Delete-Item

Dontusethese.
7
Logging On

• A new window appears
• Enter your user-ID
• Enter your PasswordThe 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

8
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

9
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

10
Main Menu Screen
The main menu screen is displayed (standard SAP)
11
Various Keys
Back Cancel Exit
TransactionOr Log Off
12
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

13

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

Generate will create a new blank session.
14
Logging Off
15
Exercise

• Log Off all Sessions
• Log In
• Open a Transaction
• Create a New Session
• Hint See page 3.

16
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

17
Window Functions in SAP
Pull-Down Menu Bar
Standard Tool Bar
Title Bar
Command Field
Application Tool Bar
Status Bar
Messages (Errors, Document s )

(Bottom Right)

18
Window Functions in SAP
(ME51N)
Options
Push Buttons
Checkboxes
Tabs
Status Bar
19
Typical Icons
20
(No Transcript)
21
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

22
Easy Access

• SAP Easy Access is new front end-user 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

23
Easy Access

• Select ExtrasSettings 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

24
Menu Paths
25
User Menu
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
26
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/name your folder
  and press the check mark.
• Favorites can be moved or renamed (changed)
• Select Move or Change

27
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

28
Favorites
Favorites
(Click and Drag) This will give you the name and
T-code only in your Favorites list.
29
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.

30
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.

31
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.

32
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.

33
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.
34
Exercise

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

35
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

36
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.
37
Data Entry Fields
(Display MIGO)

• 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).
• 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.
  

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)
38
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).
• Input Fields (MIGO Screen)
• 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.

39
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.)
40
Buttons and Check Boxes
Customizing Local Layout(on most screens).
(ME51N)
Radio Buttons
Check Boxes
41
Printing a Hard Copy
Press the Customizing Local Layout button and
click on Hard Copy.
Print a screen shot.
42
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

43
Help Functions (F1 vs. F4)
Help Functions
F1
F4
(Same as Browse Button)
44
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

45
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.
46
Search Help Box
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.
47
Exercise

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

48
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

49
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

• Click once in the desired field.
• Press F1. The appropriate help window displays
  help information for that field.
• To exit the help window, click or in the
  pop-up window.

50
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 .

51
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.

52
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

53
Exercise

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

54
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

55
Accessing the Business Workplace
Click on the Business Workplace button.
56
Navigating the Business Workplace
View contents by clicking on the triangles.
57
Composing a New Message
Click on the New Message button to compose a
message to a SAP user.
58
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.
59
Sending a Message
Send Attach
Cut, Copy, Paste Undo, Redo, Find, Find Next
60
Prompt to Check Messages
Check brings you back to BW.
Choose doesnt do anything.
Inbox brings you to your Inbox and displays a
list of messages.
61
Checking Messages
Click on a Title to view the message in the
bottom section.
Click on a category to see its contents.
62
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.
63
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.
64
Viewing Messages in the Trash
Click on your Trash can to view the contents.
65
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.
66
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.
67
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.
68
Create Appointment
Fill in Title (name) Date and Time(Military
Time) Room Description Press Check to
Create Appt.