Erptips Sap Training Manual Sample Chapter From Basic Overview and Navigation

This segment from our 185 page SAP Overview and Navigation manual is
being made available as a sample of our training manuals. Please contact

David.Haynes@ERPtips.com 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.
SAP Overview ECC 6.0 Rev. 01/21/10 1

SAPtips Sample Overview and Navigation SAP Navigation
SAP Navigation Klee Associates, Inc.
3. Once you have opened the GUI, select the client ERPtips IDES and click
4. The following Login Screen will appear:
2 Rev. 01/21/10 SAP Overview and Navigation ECC 6.0

Klee Associates, Inc. SAP Navigation
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.
SAP Overview and Navigation ECC 6.0 Rev. 01/21/10 3

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.

Screen Elements
Some items you see on the SAP screen will be familiar to you, but most will not.
Dont 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.

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.

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).

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 or press Enter.

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:

3. Enter the name User Data.
4. Click .
5. Enter SU01d.
6. Click .
7. The favorite has now been added and it will appear as follows:

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 to confirm the transaction code and add it to the Favorites

folder.
Keep in mind, the favorites are set up by user ID.

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

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.

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
3. Click
The initial screen will update to show the folder.

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:

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.

The parameter tab will appear as follows:
9. Enter the Parameter ID BUK & parameter value of 3000
The result is as follows:

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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This segment from our 185 page SAP Overview and Navigation manual is

being made available as a sample of our training manuals. Please contact

Written by Jocelyn Hayes

In this section on Navigation, we will cover the following topics:

Logging into SAP

Logging into SAP

2. Double-click on it to open the SAP Logon screen.

SAP Overview ECC 6.0 Rev. 01/21/10 1

4. The following Login Screen will appear:

2 Rev. 01/21/10 SAP Overview and Navigation ECC 6.0

5. Enter the data in the following table.

6. Either press the Enter key or click to login.

SAP Overview and Navigation ECC 6.0 Rev. 01/21/10 3

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): ____________________

4 Rev. 01/21/10 SAP Overview and Navigation ECC 6.0

The SAP system is organized by module as noted in the previous section.

SAP Overview and Navigation ECC 6.0 Rev. 01/21/10 5

Check boxes: Checkboxes allow you to select several options simultaneously

6 Rev. 01/21/10 SAP Overview and Navigation ECC 6.0

A tab provides a clearer overview of several information screens.

System functions are also known as transactions. Transactions allow you to

You can select system functions in the following ways:

SAP Overview and Navigation ECC 6.0 Rev. 01/21/10 7

3. Enter a transaction code in the command field:

Other possible entries:

What is a Transaction Code?

A Transaction Code is a four or more digit code used to access a transaction

2. Select the indicator noted.

3. Click the green check mark or press Enter.

8 Rev. 01/21/10 SAP Overview and Navigation ECC 6.0

1. To create the favorite bring up the SAP screen.

SAP Overview and Navigation ECC 6.0 Rev. 01/21/10 9

3. Enter the name User Data.

The following dialog box will appear:

10 Rev. 01/21/10 SAP Overview and Navigation ECC 6.0

To create the favorite, bring up the SAP screen.

6. Click to confirm the transaction code and add it to the Favorites

Keep in mind, the favorites are set up by user ID.

SAP Overview and Navigation ECC 6.0 Rev. 01/21/10 11

The User Master record in SAP determines the following settings:

User Profile: Address Tab

12 Rev. 01/21/10 SAP Overview and Navigation ECC 6.0

User Profile: Defaults tab

We will review the Parameters tab in the next section.

Now, we will demonstrate how to identify a PID.

SAP Overview and Navigation ECC 6.0 Rev. 01/21/10 13

2. Place the cursor in the field and press F1

The following dialog box will appear:

The initial screen will update to show the folder.

14 Rev. 01/21/10 SAP Overview and Navigation ECC 6.0

The value can then be added to your user master.

5. The user master will appear as follows:

SAP Overview and Navigation ECC 6.0 Rev. 01/21/10 15

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 Rev. 01/21/10 SAP Overview and Navigation ECC 6.0

The parameter tab will appear as follows:

9. Enter the Parameter ID BUK & parameter value of 3000

The result is as follows: