SAP Basic Navigation

PREPARED BY
SIVAKUMAR GANESAN
SAP PM CONSULTANT

Basic Navigation Overview

COURSE OBJECTIVES
Understand terms and concepts in SAP
Access the SAP system
Understand and use the Easy Access screen and other
screen components
Learn how to navigate within SAP
Learn how to work with different sessions of SAP
Learn how to set up your work area to make your job
easier
Learn how to print and download reports
Access Help functions

Basic Navigation Overview

COURSE OVERVIEW
SAP
SAP Basic
Basic
Navigation
Navigation

Lesson
Lesson1:
1: SAP
SAPOverview
Overview
Lesson
Lesson2:
2: Log
Logon/off
on/offSAP
SAP
Lesson
Lesson3:
3: Screen
ScreenFeatures
Features
Lesson
Lesson4:
4: Navigating
Navigatingin
inSAP
SAP
Lesson
Lesson5:
5: Working
Workingwith
withSessions
Sessions
Lesson
Lesson6:
6: Customizing
Customizingyour
yourWork
Work
Area
Area
Lesson
Lesson7:
7: Printing
Printing&&Downloading
Downloading
Reports
Reports
Lesson
Lesson8:
8: Finding
FindingHelp
Help
Basic Navigation Overview

Lesson 1: SAP Overview

SAP stands for Systems,

Applications, and
Products in Data
Processing

The SAP system is a fullyintegrated system where

activities in one area
generate activities in
another area
The system provides
online, real-time
information and one
place for input of data
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Modules in SAP

SAP is made up of various functional

modules
Each module covers a different
business function

CO Controlling
FI Financial Accounting
HR Human Resources/Payroll
MM
Materials Management
SD
Sales & distribution
PP Production Planning
PM Plant Maintenance

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Data
SAP contains two types of information
Master Data
A collection of information about an object or person
It is referenced whenever that object or person is used in an
entry field
This data does not normally change
Examples are address and payment information for a supplier
or customer

Transactional Data

Information associated with a specific business activity

Users enter this information in SAP
Changes from day to day
Examples are:
Personal time entries
Invoice information
Purchase requisition information

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Terms

Standard SAP terms:

Application computer program
Client unit in SAP system where data is input, changed, and managed
Data pieces of information; numbers or text
ERP Enterprise Resource Planning; designed to integrate and run all
aspects of an organization
Information data that has been collected
Integrated transactions that are completed in one module or process
trigger transactions in other modules
Menu Path sequence of menu selections that should be followed to get to
a function or screen
Module portion of SAP system that carries out a specific business function
Real-time describes how data that has been entered into the system is
available immediately after the transaction has been saved. Everyone has
access to the same data.
Session instance of SAP; allows multi-tasking within system
Transaction screen or series of screens to create, display, or change data
Transaction code (t-code) unique identifier for each transaction that allows
you to get to a transaction without going through the menu
User role assigned to each employee; set of activities used by the
employee
Variants a saved set of personal selection criteria which can be used for
lists and reports
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Terms

(contd)

Go-Live date when SAP module is scheduled to run live in

production system
Phase I 10/01/03
Phase II 07/06/04
Phase III 04/01/05

Legacy System existing County system that either

interfaces with SAP or provides data for start up of SAP
Production System live SAP system used for normal
operations
SME subject matter expert; employee who has experience
or expertise in a specific functional area

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Lesson 2: Log on/off SAP

To log on, click SAP Logon Icon on

your desktop

Select the SAP client to access

PRD = Production
TRN = Training (Sandbox)

Double click on selected client or

click Logon button

Ensure the Client Id field is correct

or change if needed
Production = 400
Training Sandbox = 520

Enter user Id and password

Saplogon.lnk

User Id and initial password

assigned by IT Dept.
Tab from User Id to Password field
Just type your password in the field
to overwrite the symbols that are
there
This is the same user Id and
password that you currently use in
either ESS or SAP

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Password Management
The first time you log on the SAP system,
you will be prompted to change password
Put your cursor at the beginning of each
field and enter the same new password in
both fields, overwriting the symbols in the
fields. Click

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Password Rules
The same password is used for SAP and ESS in
production
8 characters; 1 must be numeric
Cannot be same as user Id
Cannot be same as prior 5 passwords
Required by policies to change every 45( decided
by IT) days
Keep a record of your password
Dont share your User Id or Password

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Log off
To log off, click on Exit
icon on standard toolbar
A pop-up window will be
displayed asking
whether you really want
to log off
Click
to
continue log off process

Click X in upper right

corner of SAP logon pad
on desktop

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Lesson 3: Screen Features

Easy Access Screen
SAP
Standard
Toolbar

SAP Pulldown
Menu

Minimize,
Maximize,
Close
buttons

Enter
Icon

Menu Path
Command
Field

This is the
standard
screen
displayed when
you log on to
SAP

Application
Toolbar

Status Bar

Divider can be
adjusted from
left to right
by putting
your cursor on
the line and
dragging

Session
and
System
Number

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13

Standard Toolbar Icons Functionality

- Confirm information entered

- Enter transaction codes

- Save entered information

- Scroll up to first page

- Scroll up to previous page

- Scroll down to next page

- Move to previous screen

- Scroll down to last page
- Exit current area or SAP
- Open a new session
- Cancel or stop current transaction
- Create a desktop shortcut to SAP report,
transaction, or task

- Print
- Find an entry in a screen or table
- Find next instance of same data

- Provide SAP help

- Customize local layout

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14

Common Application Icons & Functionality

- Add a transaction to the Favorites
folder
- Execute an application, program,
or report
- Create new entries or records
- Change an existing entry or record
- Display/view an existing entry
or record
- View header information

View previous record in a

transaction

- Get pick list of possible values

for selected field
- Copy an existing entry or record
- Delete an existing entry or record
- Indicates a field is a required field

- View line item information

Application Icons change as the screen changes

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Screen Components

Radio Buttons click in circle

to select option

Check boxes click in box to

select option

Buttons click on button to

select option

Entry fields type data

directly in field

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Screen Components

Pick list possible entries for a

field. If a pick list is available,
you will see the matchcode
symbol. Access the pick list
by clicking on matchcode
symbol in a field

Pop-up window - windows

that appear for data entry or
explanation

Tabs appear on some

transactions for selection of
various screens

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(contd)

17

Screen Components

(contd)

The status bar is at the bottom of every screen in SAP

Left Half displays system messages. Three types of messages

are displayed:

Information messages displayed in green. (Read and then click the

button within the message to clear)

Example

Warning messages displayed in yellow. (Read and then click the

button within the message to clear)

Example

Error messages displayed in red. (Correct the error or click the

button to cancel)

Example

Note: The process to display system messages in pop-up windows in addition

in the Status Bar is discussed in Lesson 5 Activating Pop-up Windows
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Screen Components

(contd)

The status bar is at the bottom of every screen in SAP

Right half displays system and logon information

DV1 SAP client

(2) - number of the session currently in play
USSAND - application server
INS mode for data entry
INS = insert
OVR = overwrite
See Lesson 4 for more information on data entry modes

Click on the
on the system

button to view additional information

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Lesson 4: Navigating In SAP

Transaction Codes
Transaction codes are the unique identifiers for the screens in SAP. They are entered
directly in the Command Field on any screen. Click the Enter icon or press Enter on
your keyboard after entering the transaction code. The transaction code and the
name of the transaction are displayed in the SAP menu. See Lesson 6 on
Customizing Your Work Area to learn how to set up the transaction codes in the
menu.
From Easy Access Screen
Enter transaction code

From other screens

Enter /nxxxx (where xxxx = transaction code) to
go to another transaction within same session
Enter /oxxxx (where xxxx = transaction code) to
go to another transaction in a new session

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Menu Paths

Favorites

Folders &
Sub-folders

Transactions

Follow the Menu Path by

clicking once on the arrows
or [+] next to the folders
and expanding the view
until the desired transaction
is reached.
When the transaction is
displayed, double-click on
the transaction to go
directly to its initial screen.

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Favorites

ther than searching through the Menu Path for your most frequently
ed transactions, you can set up your own Favorites

You can click on these

Favorite transactions when
you open the menu path on
the Easy Access Screen.

See Lesson 6 Customizing

Your Work Area to learn
how to set up these
Favorites.

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Entering Data
Data is information entered into a field in SAP.
Data can be entered as either an insert or an overwrite in data
entry fields. It is important to know which mode of entry you are in
before you attempt to enter data:
When in Insert Mode, new data is added to the data already in a field. To
replace the data, highlight it and press the Delete key on your keyboard
When in Overwrite Mode, new data replaces the data currently in the field
(an example is entering your password on the logon screen)

You can determine which mode you are in by looking at the status bar
at the bottom of the screen.
INS = Insert
OVR = Overwrite

Click here to move between the two modes

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23

Ending a Transaction
When finished with a transaction if updates
have been made, click
to save

To exit from a transaction, click

until
you return to the SAP Easy Access screen

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Creating Desktop Shortcuts

AP allows you to create a shortcut on your desktop that will

ke you directly to your commonly used transactions

Right-click on the
transaction line item in
the menu

Select the action Create

shortcut on the desktop

Message displayed in
the system bar at the
bottom of your SAP
screen or in a pop-up
window

ote: the shortcut appears on your computer desktop as an

on displaying the name of the transaction. You must be logged
n to SAP for the shortcut to work.
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Screen Messages

Messages appear in a pop-up window or in the Status Bar

Message symbols:
Indicates an Error message
Correct the error or click the
button to leave the
transaction
Error must be corrected to leave the transaction
Indicates a Warning message
Read and click the
button or
to clear
Indicates an Information message
Read and click the
button or
to clear

Traffic light icons are also used to display document status

Entry is accepted and approved

Entry is ready for approval
Entry is rejected
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Lesson 5: Working with Sessions

Multiple sessions allow you to look up information in one transaction

while entering information in another transaction
Saves time and reduces the need to move from screen to screen
within the same session

It is recommended to have at least 2 sessions open at any time but

not more than 3-4. Maximum allowed is 6.

To create a new session, click on the Create Session

on the standard toolbar

If you need to retrieve data or view another transaction while working

in a different transaction, you can open another session and
immediately access the transaction desired

button

Enter /o in the Command Field followed by the transaction code for

the transaction you want to access in another session

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Moving Between Sessions

To move between sessions:
With your Windows taskbar displayed at the
bottom of the screen, click on the button for the
appropriate session

The session number is displayed in the status bar at

the bottom of your screen

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Moving Between Sessions

(contd)

The session number is displayed in the

status bar at the bottom of your screen

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Lesson 6: Customizing Your Work Area

SAP allows you to personalize various settings to make your

work go faster and enable you to navigate through the system
easier. The next few pages will take you step by step through
setting up these items:

Displaying transaction codes in the menu

Creating favorites
Creating variants
Using your personal role-based menu
Defaulting standard data in certain fields
Activating pop-up windows for information and system messages
Setting start transaction
Setting your default printer

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Displaying Transaction Codes in Menu

The
The standard
standard SAP
SAP menu
menu displays
displays only
only the
the names
names of
of
transactions.
transactions. Setting
Setting up
up the
the menu
menu to
to also
also display
display the
the
transaction
transaction code
code allows
allows you
you to
to relate
relate the
the code
code with
with the
the name
name
and
and use
use the
the code
code to
to quickly
quickly navigate
navigate through
through the
the system.
system. To
To
set
set this
this up:
up:

Go to the SAP menu at the top of the screen

and select Extras>Settings

A pop-up window will be displayed

Click on the Display Technical Names checkbox
to activate this setting

The transactions in the menu on the Easy

Access screen will display both the transaction
code and the transaction name
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Identifying Your Transaction

To
To find
find the
the transaction
transaction code for a screen you are in,
select
in
select the
the
in the status bar at the bottom of the
screen
screen you
you are
are on.

A pop-up window will display

Look at the Transaction item to
see the transaction code

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Creating Favorites

her than searching through the Menu Path for your most frequently
d transactions, you can set up your own Favorites. You can then just

ble-click on the transaction in the Favorites folder on the menu and you will
directly to that transaction.

From the Menu Path, locate

the transaction you want to
add to your Favorites folder
and click once to highlight it

Click on the Add to Favorites

button
to copy that
transaction to your Favorites
folder
or
Highlight the transaction and
drag and drop it directly to
the Favorites folder

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Creating Favorites

(contd)

u can also create a favorite item using the Windows Menu

Select Favorites>Insert
Transaction from the SAP
menu at the top of the
screen

A pop-up window will appear

Enter the transaction code in
the field and click the
Confirm
button

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Creating Favorites

(contd)

You can set up new folders

within the Favorites folder to
sort your transaction to make
your daily tasks easier
Right click on Favorites folder and
select Insert Folder
Enter new folder name in pop-up
window
Click Confirm
New folder is displayed. Move
transactions to this folder as
needed using the process
described on the previous two
pages
You can re-order transactions
within the Favorites folders by
dragging and dropping them
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Creating Variants
Variants are short-cuts to save time from entering or selecting the same
information each time you execute certain transactions or reports
Using variants will lead to more consistent, accurate, and timely
information from the SAP system
The same process is used to set up a variant for each transaction code.
Based on the transaction code, the field options or selection indicators
may change slightly
For certain reports or transactions, pre-defined variants may have been
set up for use at Tarrant County. See the Quick Reference Card for that
report or transaction to get the name of those Master variants
A master variant can be used as is or as a template to create your own
personal variant. You should first check to see if a master variant can be
used before you create a personal variant from scratch

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Creating Variants

(contd)

To retrieve a master variant when in a transaction

Click on the
Get Variant button from the selection
screen
Your User Id will be defaulted in the Created By field
Delete your User Id from this field and click the
Execute button to see a list of all available variants
If a master variant is available, you can modify the selection
criteria to meet your requirements
Click the
button to save and change the name of the
variant to whatever you want to name it.
Click the
button again.
To create a variant from scratch:
Go to the desired report or program
Enter the desired selection criteria on the report selection
screen
Click on the
button to save the criteria
Type in your variant name and description
Click on the
button again to save your variant
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37
The next time you goBasic
to this
sameOverview
report or transaction,
click

Using the Role-Based Menu

There are two menu paths available in SAP.

One is the standard SAP menu which displays all folders and transactions
in SAP. You will see all SAP transactions; but depending on the role you
have been assigned, you will have access to only specific transactions
within this menu.

The other menu path is a role-based menu customized specifically for your
role and containing only those transactions to which you have access.

To access this menu, select the User Menu button

toolbar located just below the SAP Easy Access title

User
Menu

Basic Navigation
Overview

at the left of the

SAP
Menu

38

Defaulting Data in Certain Fields

Setting Parameter Id defaults will automatically populate certain
fields with standard data, such as company code, currency,
controlling area, purchasing area, etc. This will save you from
having to enter these values every time that field appears within
the system. This is a one-time setup. To set up these default
parameters:
From the SAP menu at the top of
the screen, select
System>User Profile>Own Data
from the pop-up window.

The Maintain User Profile screen will appear

Select the Parameters tab

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Defaulting Data in Certain Fields

(contd)

Enter the following data in the Parameter Id

and Parameter Value columns. The Short

Description column will populate
automatically.
Note: Any existing parameters should be
retained. If the following values are not in this
list, they should be added:
Parameter Id
AFP
ARB
BP2
BUK
CAC
EKO
EVO
FIK
FWS
GM_BDGT_VERSION
GM_GRANT_TYPE
KPL
SCL
Click the Save button

Parameter Value
TC01
TC01
0
TC01
TC01
TC01
TC01
TC01
USD
0

Note: EKO, EVO, and VERSION are

the letter O; all other values are the
number zero 0.

01
TC01
X
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Activating Pop-up Windows

You should set up the option to activate pop-up windows to
allow you to see system messages and information messages
when they are required. System messages will also be
displayed on the left-hand side of the status bar at the bottom of
the SAP screen.
Click the Customizing Local Layout

button
from the Easy Access Screen
Select Options from the pop-up window

Click on the following indicators under

Messages so that a check mark appears in
the checkbox:
Dialog box at success message
Dialog box at warning message
Dialog box at error message
Click the OK button to close the Options
pop-up window
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Setting Your Start Transaction

You can set a frequently-used transaction as the start-up
transaction when you log onto SAP. This transaction will replace
the standard Easy Access Screen that typically appears. Setting
your start transaction will save you time if you typically use only
one transaction or use one transaction more frequently than
others.
From the SAP menu at the top of
the screen, select
Extras>Set start transaction
from the pop-up window

Enter the transaction code that you

want to be your Start Transaction in
the pop-up window
Click the Confirm button

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Setting your Default Printer

You should set the printer you use every day to be your default
printer in SAP so that all items you print will automatically go to
that printer
From the SAP menu at the top
of the screen, select
System>User Profile>Own Data

Select the Defaults tab

In the Output device field, type
local (lower case)
Click the
button

Note: You do not have to enter the name

of the printer; just the word local. If you want
your information to print to a different printer,
you must enter the printer name.

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Lesson 7: Printing Screens & Downloading Reports

Print a hard copy of a screen

This prints a hardcopy of only the information you can see on a
screen
Click on the
button at the right side of the standard
toolbar
Select Hardcopy
The screen will print to your default printer

Capture a screen shot

This will capture a copy of a screen in a Word document and
provide a soft copy that can be printed from the Word
document, stored as a soft copy, or sent to someone via email
Display the screen you want to capture
Click and hold the ALT button and click the Print
Screen/SysRq button on your keyboard
Open Microsoft Word application
Click and hold the CTRL button and click the V key on your
keyboard
The screen shot will be pasted to the Word document

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Printing Screens & Downloading Reports

(contd)

Accessing & Running Reports

Enter transaction code in Command Field
Enter selection criteria as required for the specific report
or select a variant using the
Get Variant button if
applicable
Click Execute button
to run the report

Printing Reports
After the report has been run and while in that
transaction code, click the Print button
The report will print to your local printer if you have set it
as a default. See Lesson 6-Setting Your Default Printer.

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Printing Screens & Downloading Reports

Downloading Reports
To create a soft copy of a report,
you can download the data to a PC
Do this after the report has been
run and while in that transaction
code
Select
List>Export>Spreadsheet from
the SAP menu at the top of the
screen
Select the Table radio button
Select the Microsoft Excel radio
button
Note: If the file is very large, you may have
to download to Local file first and then
export to Excel.

The data is exported to an Excel

spreadsheet
Save the Excel spreadsheet and
name it appropriately
The spreadsheet can then be
formatted as desired to use the
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data

46

(contd)

Lesson 8: Finding Help

There are three types of help in the SAP system

Field Help provides help or documentation on a
particular field
Documentation explanation of the purpose for a particular
field and the information entered in that field
Possible Entries a list of the valid values or the picklist for a
particular field

Screen Help provides help or documentation on a

particular screen or application
System Help provides global help for the entire SAP
system
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Field Help

Documentation
With cursor in the field in
question, click the Help button
from the standard toolbar
SAP documentation on the field
is displayed

Possible Entries
With cursor in the field in
question, click the Possible
Entries button
at the right
side of the field
A picklist of possible entries is
displayed
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Screen or Application Help

To access screen help for a

particular screen, select
Help from the SAP menu at
the top of the screen while
in that screen
Select Application Help
from the pop-up window
displayed
An example of the help
documentation that will be
displayed

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System Help

To access SAP global system

help, Select Help from the
SAP menu at the top of the
screen
Select Glossary from the popup window displayed
An example of the
documentation that will be
displayed
You can select any item from
the left-hand side of the popup window and information on
that item will be displayed on
the right-hand side

Another SAP help source is

help.sap.com accessed
through your Internet Explorer
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Additional Help
1

Review the on-line help in SAP

Review your training

materials and notes.

Ask your peers or super user

for assistance.

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Course Summary
Congratulations!!

You have now completed the SAP Basic Navigation course

and are ready to use the SAP system
You have reviewed the following items:
Understand terms and concepts in SAP
Access the SAP system
Understand and use the Easy Access screen
and other screen components
Navigating in SAP
Working with sessions
Set up your work area
Print and download reports
Access Help functions

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SAP Basic Navigation

CONGRATULATIONS! You have completed the course review.
Navigating in SAP
Working with sessions
Customizing your work area
Printing and downloading reports

Logging in and out of SAP

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