SAP Overview and Navigation

SAP Terminology

Page 2

SAP Terminology
The following terms are mentioned in this Course Overview:
SAP R/3 Release
Version of SAP R/3. HPPCL implementation will deploy ECC 6.0
Database server
Machine that houses the SAP R/3 system and provides a range of services to run the SAP R/3
system
Transaction Code (T-Codes)
A sequence of letters and/or numbers that identifies a transaction in SAP which is an
executable code entered by the end user

Page 3

SAP Terminology

SAP Client
Logical partition of the database.
SAP Session
Users can create new windows or sessions in the R/3. Up to a maximum of 6 sessions can
be created at one time by a single user. Sessions are typically used to run concurrent SAP
transactions. Example: Running a report and creating a new sales order

Page 4

Introduction to SAP

Page 5

SAP Company Profile

SAP AG = Systems, Applications, Products in Data Processing. It provides integrated

business applications that support a wide variety of business functions.

German company founded in 1972, Headquartered in Walldorf.

SAP is the worlds largest inter-enterprise software company with 12 million users; 78,800
installations; 1,500 partners and 23 industry solutions.

Listed here are some examples of global companies that implement SAP: Exxon Mobil,
Dupont, UBS, Airbus, Bristol-Myers Squibb Co, IBM and Texas Instruments.

Page 6

SAP Company Profile

A comprehensive suite of integrated business

applications.
Solutions designed with enterprises and users in mind.
Supports industry-specific solutions - E.g. : IS-Oil,

IS-Banking.

Delivers real time, actionable information.

Grows with the business Scalability.
Most comprehensive global enterprise software available.

Page 7

Modules to be implemented
Finance
Materials Management
Project Systems
Quality Management
Document Management Systems
Human Resource and portal

Page 8

Module
Module Overview
Overview
Organization
Organization Structure
Structure
Data
Data Types
Types
Master
Master Data
Data
Output
Output Processing
Processing
Reporting
Reporting
Basis
Basis System
System
Process
Process Integration
Integration

Page 9

Financial Accounting

FI
Accounts
receivable
accounting
FI-AR
Accounts
payable
accounting
FI-AP

General Ledger
Balance Sheet

HUMAN RESOURCES
INVENTORY MANAGEMENT
PURCHASING
SALES

SAP AG

Financial statement
Profit center

Asset
accounting
FI-AA

Profit & Loss

Overhead costs

Page 11

Asset Management

AM

Supply Chain

Financials
Asset Accounting

General Ledger
Bal. sheet
P&L

Investment
measure
Purchasing
Goods receipt
Production
(order)

ASSET
Acquisition
and
Production
Cost

Controlling
Profit Center
Bal. sheet
P&L

Depreciation

Cost center
Planned costs
Actual costs
Page 12

Materials Management

MRP

MM

External Procurement

Internal Procurement
Production

Purchasing

Invoice
Verification

Inventory Management
Goods
Issue

Invoice
Receipt

Goods Receipt

Transfer
Posting

Master Data

Internal/External
Accounting

Sales

Page 14

Material
Batches
Vendor
G/L Accounts

Quality Management
The Quality Management Process is basically integrates all the logistics processes

Materials
Management

Production
Planning
and Control

Quality
Management
Sales and
Distribution

Maintenance
and Service

Page 17

Quality Management - Procurement

Material movements
Goods
Goods Receipt
Receipt

Stock
Stock categories:
categories:
-- inspection
inspection stock
stock
-- blocked
blocked stock
stock
-- available
available stock
stock

Stock
Stock postings:
postings:
-- available
available qty
qty
-- return
return qty
qty

Inspection
Inspection lot
lot

Results
Results recording,
recording,
Evaluation
Evaluation of
of insp.
insp.
characteristics
characteristics

Usage
Usage decision
decision

Quality
Quality
notification
notification

Quality notifications

Page 18

Quality Management - Delivery

Insp.lot
Delivery
Delivery note
note

Page 19

Shipment
Shipment

Project System
The Project System module aims at handling the entire project execution of a
project
It enables cost planning , budgeting , revenue analysis and monitoring of key
activities in the project

Page 20

Document Management System

Document Management System aims at managing all the the documents which are used
in execution of a particular project
It typically has following features :
Stores Documentation and drawing at a single place
Can be accessed in real time from anywhere
Document can be used in workflow and can have many status
Saves main SAP R/3 server from overloading
All file formats can be stores and saved in DMS

Page 21

Human Resource Management

The Human Resource module aims at managing the entire set HR activities which are
executed in day to day business .
The list of sub modules which will be considered for implementation in HPPCL is as follows

Personnel Administration
Organization Management
Performance management system
ESS
Travel Management
Payroll

Page 22

Module
Module Overview
Overview
Organization
Organization Structure
Structure
Data
Data Types
Types
Master
Master Data
Data
Output
Output Processing
Processing
Reporting
Reporting
Basis
Basis System
System
Process
Process Integration
Integration

Page 23

Organization Structure FI / CO

CLIENT
CLIENT

CONTROLLING
CONTROLLING
AREA
AREA

COMPANY
COMPANY
CODE
CODE 01
01

CONTROLLING
CONTROLLING
AREA
AREA

COMPANY
COMPANY
CODE
CODE 02
02

Page 24

COMPANY
COMPANY
CODE
CODE 03
03

Profit Center Hierarchy

CLIENT
CLIENT

CONTROLCONTROLLING
LING AREA
AREA
COMPANY
COMPANY
CODE
CODE 01
01

CONTROLLING
CONTROLLING AREA
AREA

CONTROLCONTROLLING
LINGAREA
AREA

COMPANY
COMPANY
CODE
CODE 02
02

COMPANY
COMPANY
CODE
CODE 03
03

PROFIT
PROFIT CENTER
CENTER
GROUP
GROUP

PROFIT
PROFIT
CENTER
CENTER

COST
COST
CENTER
CENTER

PROFIT
PROFIT CENTER
CENTER
GROUP
GROUP

PROFIT
PROFIT
CENTER
CENTER

COST
COST
CENTER
CENTER

Page 28

PROFIT
PROFIT
CENTER
CENTER

COST
COST
CENTER
CENTER

COST
COST
CENTER
CENTER

Organizational Elements - MM

Group
Client

Company

Subsidiary

Purchasing
Org.
Plant

Company Code

Purchasing
Organization

Plant

Plant
Storage
location

Storage
location

Storage
location

Storage
location
Storage Location

Purchasing
Group
Page 31

Module
Module Overview
Overview
Organization
Organization Structure
Structure
Data
Data Types
Types
Master
Master Data
Data
Output
Output Processing
Processing
Reporting
Reporting
Basis
Basis System
System
Process
Process Integration
Integration
Page 35

Data Types in R/3

Purchase Order

Transactional Data:
A document is created for every business transaction and activity
is recorded in SAP.
Transactional data is the business information.
For instance purchase order, goods receipt, accounting posting.

1
2

Master Data:
Master data is core information that is shared across applications.
For instance customer, material, vendor, and asset data.

Table Data (Customizing):

Table data is the data that is specially configured for the
business and controls the operations in the system.
For instance payment terms, tolerance settings, pricing
condition tables.

Page 36

Plant
1000
1000
2000
3000

Master Data

Plnt Section
010
100
100
100

PersResponsible Phone
Weber
Meyer
Schultz
Levy

1757
1964
7566
2637

Module
Module Overview
Overview
Organization
Organization Structure
Structure
Data
Data Types
Types
Master
Master Data
Data
Output
Output Processing
Processing
Reporting
Reporting
Basis
Basis System
System
Process
Process Integration
Integration
37

Copyright Accenture 2001

Page 37

Master Data

Master data refers to data records that are held for a long period of time in the database. Master
data includes for example customers, suppliers, materials and accounts. Master data may be
used across modules.

Master data contains information that is always used in the same way. For example the master
data of a cost center: the name, the person responsible and the hierarchy area remains the same
over the time the cost center is used.

Most of the master data is assigned to organizational units. For example Vendor master data
shares the sales and distribution and financial accounting data. One customer master record may
be assigned to the following organizational units:

Company code

Sales organization

Distribution channel

Division

General Data
(cross-company)

Master Data
(For example, Vendor
master data)

Accounting Data
(relevant for company
code only)

Materials
Management
Page 38

Module
Module Overview
Overview
Organization
Organization Structure
Structure
Data
Data Types
Types
Master
Master Data
Data
Output
Output Processing
Processing
Reporting
Reporting
Basis
Basis System
System
Process
Process Integration
Integration

Page 39

Output Processing

Each time a document, e.g. order, delivery note or invoice is saved an output format is generated.
The output format represents a message in R/3.
The message is forwarded to the message queue.

Messages can be released either

automatically or manually for printing
or other output.

..............................
..............................
..............................
....
....
....

....
....
....

Immediately
(e.g., create an order)

Individual messages can be

released during processing via the
different communication media.

..............................
..............................
..............................
..............................
..............................
..............................
..............................
..............................
..............................

..............................
..............................
..............................
..............................
..............................
..............................
..............................
..............................
..............................
....
....
....

....
. . .. . . .
. . .. . . .
....

....
. ...... .
. ...... .
....

....
....
....

....
....
....

On request
(e.g., print transaction)

....
. . .. .. . .
. . .. .. . .
....

....
. ...... .
. ...... .
....

....
....
....

With next selection run

or at a specified time
(e.g., scheduling)
Timing

Output
Communication Method

Online
(output to screen)

Page 40

Printer

Fax
Telex

EDI

Module
Module Overview
Overview
Organization
Organization Structure
Structure
Data
Data Types
Types
Master
Master Data
Data
Output
Output Processing
Processing
Reporting
Reporting
Basis
Basis System
System
Process
Process Integration
Integration

Page 41

Reporting

R/3 reports provide transaction-level data.

Reports are organized by application using report trees.

R/3 contains standard reports for each area, but reports can be customized to
meet specific company requirements.

Reports include drill-down, sorting and summarizing features and can be

downloaded for the use in other applications, e.g MS-Excel.

Financial Reporting
Profit & Loss Statement
Balance Sheet
P&L year to year comparison
Balance Sheet y-to-y comparison

Types of reports

Standard reports
Reports delivered with R/3 to meet
standard reporting needs.

ABAP/4 reports
Customized reports for particular reporting
needs.

ABAP/4 queries
Provide basic lists, sorted and totalled by
various criteria.

Report painter / writer

An ABAP/4 coded generator, which allows
the end user the opportunity to define
report rows and columns for customized
reporting.

ABAP/4 = Advanced Business Application Programming Language

Page 42

Module
Module Overview
Overview
Organization
Organization Structure
Structure
Data
Data Types
Types
Master
Master Data
Data
Output
Output Processing
Processing
Reporting
Reporting
Basis
Basis System
System
Process
Process Integration
Integration
43

Copyright Accenture 2001

Page 43

Basis Management

Basis management maintains the technical environment and the structure of the R/3-system.

The tasks of the basis management includes:

Installation of R/3 software on servers and workstations.
Client copying and maintenance.
Backups of the system files
Monitoring system performance and resolving problems, for example
ABAP runtime errors.
Printer administration for R/3 servers and workstations. Monitoring print
queues and troubleshooting.
User administration, creation and maintenance of user names and
passwords.
Setting up transportation system for transferring configuration between the
clients.

Page 44

Technical Architecture

The SAP R/3 architecture is based on a three-tier

client/server principle.

Workstation

Presentation
Application
Database

Application server

Database server

Dedicated servers linked by communication

networks can be used to perform certain tasks
without sacrificing integration of data and
processes within the system as a whole.

Page 45

The Client Principle in R/3

Hardware
SD
Sales &
Distribution
MM
MM
PP Materials
Mgmt
Production
Production
Planning

R/3System

R/3

FI
Financial
Accounting
CO
Controlling
AM
Asset Mgmt

Client / Server
ABAP/4

QM
QM
Quality
Mgmt PM
Plant
Plant MaintenanceHR
HR
Human
Resources
Resources

PS
Project
System
WF
WF
Workflow
IS
Industry
Solutions

Clients
Sand
Development
Delivery
Client (000 & 001)
box

You can have different clients

for different purposes.
Data can be moved via transport
and corrections from one client
to another.

Test
Production

Client (ex. 777)

Production

Page 46

Module
Module Overview
Overview
Organization
Organization Structure
Structure
Data
Data Types
Types
Master
Master Data
Data
Output
Output Processing
Processing
Reporting
Reporting
Basis
Basis System
System
Process
Process Integration
Integration
47

Copyright Accenture 2001

Page 47

Integrated Business Process Overview

Procurement

FI
G/L
G/LCOS
COS//
Inventory/
Inventory/
GRIR
GRIR
Material
Quantity and
Value

MM
Requirement
Requirementfor
for
Goods/
Goods/
Services
Services

G/L
G/L
GRIR/Expe
GRIR/Expe
nse
nseAP
AP
Invoice
Invoice

Purchase
PurchaseOrder
Order

Goods
GoodsReceipt
Receipt

Purchase
Invoice

Invoice
Invoice
Verification
Verification

Financial
Financialand
andManagerial
ManagerialReporting
Reportingand
andAnalysis
Analysis

Page 48

Vendor
Vendor
Payment
Payment

Integrated Business Process Overview

Sales Logistics

FI
G/L
G/LCOS
COS//
Inventory
Inventory

Material
Quantity and
Value

SD
Pre-Sales
Pre-Sales
Activities
Activities

AR
ARInvoice
Invoice
//GL
GL
Revenue
Revenue

Sales
SalesOrder
Order

Delivery
Delivery

Goods
Goods
Issue
Issue

Sales Invoice

Billing
Billing

Financial
Financialand
andManagerial
ManagerialReporting
Reportingand
andAnalysis
Analysis

Page 49

Customer
Customer
Payment
Payment

SAP Process Integration Overview

Finance Management /Accounting & Reporting
FINANCIAL
ACCOUNTING (FI / AM)

SD
SD

MM
MM

FINANCIAL
REPORTING (FI)

MANAGEMENT
REPORTING (CO)

COST CENTER
ACCOUNTING (CCA)

ACCOUNTS
RECEIVABLE

GENERAL
LEDGER
ACCOUNTING

ACCOUNTS
PAYABLE

ASSET
MANAGEMENT

Page 50

INTERNAL ORDER
ACCOUNTING (OPA)

PROFIT CENTER
ACCOUNTING (PCA)

Log on to the R/3 System

Page 51

Log on to SAP System

To log on to SAP, you need to launch the SAP R/3 Logon Window. There are 2 options of
doing this
Option 1 : via Start Menu
Start Menu Programs SAP Front End SAPlogon

Via Start Menu

Page 52

Log on to SAP System

Option 2 : via SAP Logon shortcut located on your desktop

Via Shortcut

Page 53

Log on to SAP System

Server

Development

Quality

Production

Instance

Independent
Client Databases

100

400

Golden Master Testing

End Users
logging on to SAP

Page 54

365
365

Log on to SAP System

SAP R/3 Logon Window
1. Select the
appropriate
group/server
and highlight the
line

2. Click on
the logon
button

Page 55

Log on to SAP System

SAP Logon Screen

Change Password

Client
Username
Password

Logon Language

Page 56

Log on to SAP System

For first time users logging onto SAP, you will be prompted to change your password

1. Change your password

at this input screen,
2. New password must be
keyed in twice

Page 57

Log on to SAP System

Once you have logged onto SAP successfully, you should see the SAP Easy Access screen

Page 58

Log on to SAP System

There are 3 ways to log off SAP:
Using the icon at the upper right-hand
corner of the screen
Menu path: System > Log Off
Type /nex in the command field
(closes all sessions without confirmation
prompt)

Page 59

Basic Screen Elements in SAP

Page 60

Basic Screen Elements

Menu bar
Screen
Header

Screen
Banner

Standard
Toolbar

Title bar

Application
Toolbar

Screen
Body
Status Bar

Page 61

Menu Bar

Page 62

Standard Toolbar Buttons

Command Field

Activator/Deactivator

Enter

Cancel

First Page

Create Session

Save

Print

Page Up

Create Shortcut

Page Down

Help

Last Page

Layout Menu

Back

Find

Exit

Find Next

Page 63

Status Bar

Message Area
Activator/Deactivator

Status Fields

Page 64

Status Bar: Status Fields

Server ID
Data Entry Mode

System ID
Session ID
Client ID

System Information
Page 65

Title bar and Application Toolbar

Title bar

Application
Toolbar

Contains title of current transaction

Shows which functions are available in the current application, different for every
transaction

Page 66

Basic Navigation

Page 67

Starting an SAP R/3 Transaction

There are 3 ways to start an SAP transaction:
Easy Access: drill down
Standard menu tree
Favorites (User defined)
Transaction codes: jump directly to any transaction
Shortcut on your desktop

Page 68

SAP Easy Access: SAP Standard Menu

All transactions appear on the menu

tree
Drill down as in Windows Explorer

Page 69

SAP Easy Access: Using Transaction Codes

Commonly referred to as T-Codes

Unique four to five character code used to start an SAP R/3 transaction
Comprised letters, numbers, and special characters

Transaction code (not case sensitive)

Page 70

SAP Easy Access: Using Transaction Codes

First two characters identify the general area
ME Purchasing
Next two characters usually indicate the type of transaction
MEx1
Create
MEx2
Change
MEx3
Display

Page 71

SAP Easy Access: Using Favorites

Displays T-codes for easy reference and helps you start a

transaction

Page 72

Command Fields - /n Function

From anywhere within the SAP R/3 system:
Typing /n returns you to the SAP Easy
Access Home screen.

Typing /n and a transaction code (here,

ME21N) closes the current transaction and
begins a new transaction.

Page 73

SAP Easy Access: Favorites

Add:
Transactions
Reports
Files
Create a customized tree structure

Page 74

SAP Easy Access: Creating Favorites

After you have located a transaction:
Click Add to Favorites button
or,
Right click on the transaction line item and select Add to Favorites

Page 75

SAP Easy Access: Changing Favorites

To change a Favorite:
Select the Favorite
Click
to edit the transaction name of the Favorite
Enter new description
Click

Page 76

SAP Easy Access: Deleting Favorites

To delete a Favorite:
Select the Favorite
Click
or right click on Favorite and select Delete favorite option

Page 77

Favorites: Creating Folders

Right-click on the folder below which you want to
create a new folder
Select Insert new folder
Enter a folder name, for example, Monthly
Click
New folder name called Monthly is saved

Page 78

Organizing Favorites

Click and drag Favorites from one folder to another

Click
or
to move favorites down or up, respectively

Page 79

Fields and Field Function

Page 80

Types of Fields

Transactions can contain 1 or more screens where data has to be filled out

Input fields: Use Tab key to move from field

to field

Check Boxes

Radio
buttons

Display fields

Page 81

Required Fields

A screen can contain optional or required fields

A Warning appears if required fields are not completed

Required
entries

Page 82

Possible values Functions

Field value search possible

Click here or press

F4

Page 83

Search Functions

Tab left
Search criteria

Tab right
List of criteria

Multiple Selection

Selection Options

Page 84

Selections Options
Selection Options

Page 85

Multiple Selections Options

Multiple Selection

Individual values

From values
To values

Page 86

Wildcards

*1000
1000*
*1000*

Area for graphic

Page 87

Asterisks within the search field

serve as a wildcard, a substitute for
any characters in a field that you do
not know.
When using wildcards, you can
enter just a part of the item for
which you are looking.

Wildcards and Entries Found Hit List

Page 88

Using Multiple Sessions

You can:
Use multiple sessions to work on more than one transaction at a time E.g.
Creating a sales order and running a report in the background
Create a new session from any screen in SAP R/3
Start a new session without losing data in your current session. However, if you
close your current session without saving, you will still lose data
Create up to a maximum of six sessions
Open multiple sessions however, it is recommended that no more than 3 sessions
be opened at any one time. Creating more sessions causes the system
processing to slow down and you may lose track of the tasks you are executing

Page 89

Creating Multiple Sessions

There are 3 ways to create multiple sessions:
Click

on Standard Toolbar

Type /o and a transaction code in the command field to open a

particular transaction in a new session
Select the Menu path: System Create session

Page 90

Managing Multiple Sessions

This indicates multiple sessions

Page 91

Kindly provide feedback on the course material & methodology.

Thanks a lot !!!

Page 92