basic navigation in sap

TRAINING COURSE

NAV-101

NAVIGATION

PREPARED BY:

SAP Navigation of 33

TABLE OF CONTENTS:

TRAINING COURSE CONTENT ....................................................... 3 TRAINING COURSE OBJECTIVES .................................................. 3 INTRODUCTION................................................................................ 3

STARTING UP SAP........................................................................ 3 NAVIGATION SUMMARY .............................................................. 4

DETAILS OF THE TRAINING COURSE ........................................... 4 SAP SYSTEM START-UP AND SHUT-DOWN .............................. 4 PASSWORD ................................................................................... 7 CHANGING YOUR PASSWORD ................................................... 8 LOG-OFF PROCEDURE .............................................................. 10 THE SAP WINDOW ...................................................................... 10 STATUS BAR ............................................................................... 14 MENU BAR ................................................................................... 15 TABS............................................................................................. 16 NAVIGATING IN A MENU ............................................................ 17 MULTIPLE SAP SESSIONS......................................................... 18

Creating a New Session........................................................... 18

Creating a Session and an Application Simultaneously ...... 19

Moving between Sessions....................................................... 20

Closing a Session .................................................................... 21 CREATING FAVORITES .............................................................. 22

Maintaining Favorites .............................................................. 23 SAP SHORTCUTS........................................................................ 25

Creating a SAP Shortcut.......................................................... 25

Use of SAP Shortcuts .............................................................. 29 HELP FUNCTIONS – F1 AND F4................................................. 31 F4 .................................................................................................. 31 F1 .................................................................................................. 32 ON-LINE HELP ............................................................................. 33

SUMMARY....................................................................................... 33


TRAINING COURSE CONTENT

• Starting SAP • Accessing SAP • Navigating in SAP

- Screen features - User options - Menus - Favorites - Windows

• Creating Shortcuts on the Desktop • SAP Help

TRAINING COURSE OBJECTIVES After you complete the training, you will be able to do the following:

• Know how to log on to SAP • Identify the components of a SAP window • Navigate in the SAP system • Become familiar with the SAP menus • Set customized system parameters

INTRODUCTION

STARTING UP SAP Starting up SAP is comparable to starting up any other Windows software. There are two simple ways to start up the program:

- Double-click on the desktop icon - Select Start menu / Programs / SAP Frontend / SAPlogon

After start-up, the environment selection window appears. Several environments maybe created in the system. You will have access to environments that you are authorized for. Currently we only have One Environment, IDES. The others could be used for functions such as development, testing, configuration or integration.


After selecting the IDES environment, you access the log-on window. At this stage, you must enter your user name and your password.

NAVIGATION SUMMARY There are several ways to navigate in SAP. By using the menus, you can navigate according to a tree structure similar to that of Microsoft Windows Explorer. You can adapt this structure to your specific needs. SAP also has a pool of favorites that can include transactions, programs, files, and even Web pages that you most often use. Another way of quickly navigating from one screen to another is by using a transaction code. With SAP, you can open several windows in one sitting. Such open windows are called sessions. Up to 6 sessions can be opened at the same time, and a different or the same application can be used with each session. You can also create shortcuts to transactions (i.e. purchase orders) on the Microsoft Windows desktop. These shortcuts are very handy for the transactions you often use. Finally, the SAP Help function provides information on all fields and modules. You can access the SAP Help at any time. DETAILS OF THE TRAINING COURSE

SAP SYSTEM START-UP AND SHUT-DOWN

Use

Before you can use the SAP system, you must log on. When you are finished using the system, you must log off. It is recommended that you change your password the first time you log on as well as at regular intervals afterwards.

Activities

• Independently of the applications you use in the SAP system, you must always start up the SAP system and shut it down after use.

• You start up the system by selecting the log-on icon on your desktop.

• You log on to the SAP system.


• The first time you log on, change the initial password supplied by your system administrator. The subsequent times you log on, you may have to change your password in keeping with the security policy of your company.

• When you are finished using the SAP system, you must log off.

Procedure

To start up the SAP system, select the SAP system icon.

For the purpose of this training document, the environment to use is IDES. Select IDES and click on the “Logon” button.

Result

The identification screen (called SAP R/3 in the example below) appears in a new window. You are now ready to log on.


Prerequisites

Before you log on to the system, make sure you know the following:

• Your client number

• Your user ID

• Your password

If you want to use the system in a language other than English, you must know the code for the language that you want to use.

After entering data in a field, you can move the cursor to the beginning of the next field by pressing the TAB key. Do not press ENTER if you have not completed all fields.


Procedure

Before you log on for the first time, your system administrator will assign you an initial password. During the log-on process, you must create a new password that only you will know. You must then use this password each time you log on again.

Result

You are now logged on to the SAP system.

PASSWORD Use

Using a password ensures that other users cannot access your work or make changes to it. You should memorize your password. Without it, you will not be able to log on to the SAP system.

Structure

Do the following to create a new password:

• Use at least 3 characters, but no more than 8.

• You may use any combination of alphanumerical characters, including the following:

o Letters from a to z;

o Numbers from 0 to 9;

o Punctuation symbols.

Your password cannot begin with the following:

• A question mark (?);

• An exclamation mark (!);

• A space character;

• Three identical characters (i.e., bbbat);

• A sequence of three characters contained in your user ID (i.e. son, if your user ID is Davidson).

Do not use the following:

• pass or init as a password;


• One of your last five passwords.

The SAP system makes no distinction between upper and lower case letters in passwords. The chart below provides examples of valid and invalid passwords.

Valid Invalid

Frtas !brex (starts with an invalid character)

Jullo=6 Aaab (starts with three identical characters)

3bar me (includes less than three characters)

CHANGING YOUR PASSWORD Prerequisites

You can change your password when you log on to the SAP system. For security reasons however, your system administrator may ask you to change your password at regular intervals, such as every 30 days. If this is the case, the SAP system will send you a message when it is time to change your password.

You can only change your password from the identification screen.

Procedure

1. Enter the following data in the corresponding fields of the identification screen:

a. Client number;

b. User ID;

c. Current password;

d. Language code, if you wish to work in a language other than English.

2. In the application toolbar, select New password.

The new password dialog box appears as shown below.


If this box does not appear, check if the status bar contains a system message. You may have made an error when entering the client number, your password, your user ID, or the language code.

3. Enter a new password in the New password field.

When a new password is entered, the asterisks remain in the field and only the cursor moves. For security reasons, the system does not display the characters you enter.

Press the TAB key to go to the Repeat password field.

4. Enter your new password in the Repeat password field, exactly the same way you typed it in the first time.

Memorize your password. Without it, you will not be able to log on to the SAP system. If you forget your password, contact your system administrator.

5. Press Enter.

The Copyright dialog box will appear in the standard SAP system.

If another dialog box is displayed, this means that you made an error when you entered your new password or that your password is invalid. The dialog box will contain a message describing the error. If this happens, do the following:

a. Close the dialog box by selecting Confirm.

The new password dialog box will reappear.

b. Repeat steps 3 to 5.

6. In the Copyright dialog box, select Next.

The copyright dialog box will disappear.

When there are messages applying to the entire system, these will appear in the copyright boxes. After having read the messages, select Next to close this dialog box.


Result

The initial SAP screen appears in the standard system.

LOG-OFF PROCEDURE Procedure

You can log off from the SAP system from any screen.

• From the menu bar, select System � Log off.

• Click on the button at the upper right hand corner of the screen (if only one session is open).

The Log off dialog box will appear (as shown below), letting you know that all unsaved data will be lost when you log off.

• If you are not sure that you have saved all your data and do not want to log off after all, select No. You will then return to the screen you were previously working on.

If you are sure that you have saved all required data, select Yes. All your SAP sessions will close and you will no longer be logged on to the system.

THE SAP WINDOW

Use

The SAP window is the user interface of the SAP system.


Functionality


TOOLBAR The standard toolbar contains buttons allowing the user to perform frequent tasks like Save and Enter.

The functions of this toolbar are listed below:

Button Description Function

Enter Confirms data selected or entered on the

screen. Same function as the Enter key. Does not save your work.

Command field Allows you to enter commands, such as

transaction codes.

Save Saves your work. Same function as Save in

the Process menu.

Back Goes back to the previous screen without

saving your data. If the screen has required fields, these must first be completed.

Exit Exits the current function without saving.

Returns to the initial screen or to the main menu screen.

Cancel Exits the current function without saving.

Same function as Cancel in the Process menu.

Print Prints the data on the current screen.

Find Searches for required data on the screen.

Continue search Performs an extended search for the required

data on the screen.

Ctrl Page Up Returns to the first page. Same function as

the CTRL + PageUp keys.

Page Up Returns to the previous page. Same function

as the PageUp key.

Page Down Goes to the next page. Same function as the

PageDown key.

Ctrl Page Down Goes to the last page. Same function as the

CTRL + PageDown keys.

Create session Creates a new SAP session. Same function

as Create session in the System menu.


Create shortcut Allows you to create a shortcut on the

desktop for any SAP status, transaction or application if you are using a 32-bit Windows operating system.

Help F1 Provides help for the field where the cursor is

positioned.

Display configuration menu

Allows you to customize the display options.

Menu bar Buttons interacting with the GUI

The Reduce, Enlarge and Close buttons are not only in the right hand corner.

You can also find these options used to interact with the GUI in the pull-down menu that appears when you select in the upper left-hand corner.

Toolbar

Command field

The command field is closed by default. To display it, select the arrow to the left of the Save icon: .

The command field will appear:

To hide it, select the arrow to the right (outside) of the field.

To view the list of the last transactions used, select the pull-down arrow

at the far right of the field.

• Other features

In the upper right hand corner, the whirlpool graphic indicates the activity of

requesting data:


STATUS BAR • Identification of system messages (far left)

o Identifies error messages;

o Identifies affirmative system messages.

You can activate the dialog boxes for error messages, warnings and other

messages using the option button on the toolbar. Select Options, then the options tab.

Check the desired dialog boxes.

• Status fields (far right)

By default, the status fields appear at the far right:

To hide these fields, select the arrow pointing toward the right:


When fields are hidden, the arrow points the other way:

To display the status fields, select the arrow pointing to the left:

• To view the following system information, select in the first status field:

o System

o Client

o User

o Program

o Transaction

o Response time

• The second status field displays the name of the server you are connected to.

• The third status field specifies your data entry mode. By clicking on this field, you can alternate between the Insert (INS) mode and the Overwrite (OVR) mode.

MENU BAR Use

Menus allow you to search for a specific transaction when you do not know the transaction code. The menu is organized according to the application you are processing in the SAP system.

The menus pull down, meaning that when you select a menu item, additional options appear.

A typical SAP system menu bar is shown below:


Functionality

The following are standard menus on every SAP screen:

Menu Description

System Contains functions affecting the system as a whole such as Create session, User profile and Log off.

Help Suggests different types of on-line help.

The Display configuration menu, identified as at the far right of the toolbar, allows you to customize certain options in the SAP window (i.e. the position of the cursor and the TAB function).

TABS Use

Tabs let you enter and view data as well as alternate between different screens. For transactions with several screens, the tabs allow for a better view of the transaction as a whole. They also let you go from one record to another without having to complete all the data. To access a record, select the corresponding tab header.

In some cases, you must complete all the required entry fields of a record before you can move on to the next one.

Functionality

• When the tab strips are particularly long, the tabs do not all appear on the screen. The right and left arrows at the top of the tab strip allow you to scroll through all the tabs.


• If you select the button to the right of the tab strip, the system displays a list of all tabs on the strip. If you select a tab from this list, the selected record will appear in the forefront.

• The tabs are displayed by order of importance or following the order of the transaction process.

• The tab headers may contain text, icons or both.

NAVIGATING IN A MENU Procedure

You can expand and compress the menus in the navigation area by selecting the pull-down arrows to the left of the menu items, as in the example below.

To open an application in the navigation area:

• Click on the arrow tip before the file

• Double-click on its user set; or

• Press Enter; or

• Select Edit � Execute.


To run an application program in a new session, select Edit � Execute in a new window.

MULTIPLE SAP SESSIONS

Use

Essentially, a session is another instance of SAP on your screen. The multiple sessions allow you to work on several applications at a time. This helps you save time and keeps you from having to toggle from one screen to another.

Functionality

You can open up to six sessions in the foreground and three sessions in background and work on a different application or the same application in each session. You can go back and forth between different sessions and close down any session without having to log off from the system.

If you try working on the same record (for example, the item file of a specific item) in several sessions at once, you may be “locked out” of a particular session. In this case, select Exit or Back to leave the transaction. You’ll then be able to carry on with your work.

Creating a New Session Use

You can create a session at any time. You will not lose any data entered in the sessions that are already open.

You can create up to six sessions. Each session you create acts like a separate connection to the system. Each session is independent from the others. Closing one session will not close the others.

Opening too many sessions can undermine the performance of the system. If this is likely to happen, your system administrator may limit the number of sessions you can create to less than six.

Procedure

To create a new session from anywhere in the system:

• Select System � Create session in the menu bar; or

• Select .

Result


The system opens an additional window. The newly created session becomes the active session and remains so until you click on another session or create a new one.

Each session has a number that appears on its status bar. This number appears in parentheses beside the name of the system.

In the illustration below, you can see the window of the new session above the original window. The session number appears in parentheses on the status bar.

Creating a Session and an Application Simultaneously Use

You can create a session and start an application in a single step by using a transaction code. When you open a session with a transaction code, the system displays the initial screen of the corresponding application in a new session. To use this method, you must know the transaction code of the application you wish to start.

Procedure

To create a new session and an application simultaneously:

1. In the command field, enter /o (a slash and the letter o), then the transaction code of the application you wish to start.


For example, to create a client file in the Client Accounting area, use the transaction code FD01. To open a session and simultaneously start this application, enter /ofd01 in the command field.

2. Press Enter.

Result

The system opens an additional window for the new session and displays the initial screen of the transaction.

Moving between Sessions Prerequisites

You can move back and forth between sessions as often as you like without losing data.

As long as you remain logged on to the SAP system, you can leave a session for an unlimited period of time. Moving to another session is like putting a telephone call on hold: you can go back on the line whenever you are ready.

Procedure

To move from one session to another, click on any part of the window containing the session you wish to access (or use the specified key or keys to change windows).

The selected window becomes the active window. It will be displayed in front of all the others on the screen.

If several sessions are open, you can minimize the sessions that you are not using. When you want to access one of these sessions later, you can restore it by clicking on the appropriate symbol in the status bar. This session will then become the active one.

By minimizing the sessions you are not using, you can significantly reduce the load on the system.


Closing a Session Use

As soon as you stop using a session, it is recommended that you close it. Each session uses system resources, and keeping them open may affect the response time of the SAP system.

Before you close a session, save the data you want to keep. When you close a session, the system DOES NOT remind you to save your data.

If only one session is open and you close it, you will exit from the system. Before you log off however, the system will prompt you to save your data.

Procedure

You can do the following:

• Select System � End session in the menu bar; or

• Select in the upper right hand corner of the active session.

The current session will close and you will return to the previous session.


CREATING FAVORITES Use

In SAP Easy Access, you can create a list of favorites including the following:

• Transactions;

• Files;

• Web addresses.

Procedure

Inserting an Item from the SAP Menu or the User Menu

Use the drag and drop function:

1. Select an operational menu item using your mouse and keep you finger down on the mouse button.

2. Drag the item to the desired position on your list of favorites and release the mouse button.

3. The new item will appear under the point where you dropped it.

Or, use the menu bar:

1. Select an operational item in the user menu.

2. Select Favorites � Add.

3. The new item will appear at the end of your list.

Inserting a Transaction

1. Select Favorites � Insert transaction.

2. The following dialog box will appear:

3. Enter the transaction code and select Next.

4. The new item will appear at the end of your list and will automatically be given the name of the transaction.


Inserting a Web Address or a File

1. Select Favorites � Add Other Object.

2. The following dialog box will appear:

3. Enter a description and the Web address or the file name, then choose Next.

o The Web address must start with http://...

EXAMPLE: http://www.sap.com

o The file name must have the following format: X:\filename\filepath.

EXAMPLE: C:\Texts\SAP.doc. You can only use this function if you can access local files from your Web browser.

Maintaining Favorites Use

SAP Easy Access lets you organize your favorites as follows:

• By creating folders in your list of favorites;

• By moving, renaming or deleting favorites and folders.


Procedure

Inserting Folders

1. Select Favorites � Insert folder.

2. A dialog box will appear. Select a description, then choose Next.

3. The new folder will appear under the favorite that you selected.

Moving Favorites and Folders

To move favorites or folders within a hierarchic level, do the following:

1. Select the favorite or folder that you would like to move.

2. Select Favorites � Move � Up/Down; or select Move favorite down/Move favorite up.

3. Repeat this step until the favorite or the folder is where you want it to be.

To move favorites or folders between hierarchic levels, use the drag and drop function:

1. Select the favorite or folder with the mouse and keep your finger down on the mouse button.

2. Drag the favorite or folder to the desired position on the list of favorites and release the mouse button.

3. The favorite or folder will appear under the point where you dropped it.

Renaming Favorites or Folders

1. Select the favorites or folders that you would like to rename.

2. Select Favorites � Change.

3. A dialog box will appear. Enter a new name and select Next.

Or:

In the pop-up menu, select Change favorites. To access the pop-up menu, press the right mouse button.

Deleting Favorites or Folders

1. Select the favorites or the folders that you would like to delete.

2. Select Favorites � Delete.

Or:


In the pop-up menu, select Delete favorites. To access the pop-up menu, press the right mouse button.

When you delete a favorite from your list of favorites, you are not deleting the corresponding file, program or transaction. All you are doing is deleting the link toward that particular element.

SAP SHORTCUTS Use

Using a SAP shortcut, you can launch a SAP transaction or execute a status or a command directly from your Microsoft Windows desktop. Shortcuts save you from having to navigate in the menus to access the screens you need. They are especially handy for applications that you regularly use.

Prerequisites

To use SAP shortcuts, you need to have a 32-bit Windows operating system.

Functionality

• You can create SAP shortcuts to directly access the following:

o Transactions;

o Statuses;

o System commands.

• You can use SAP shortcuts even if the system is running with an open dialog box.

• You can save SAP shortcuts directly on your desktop or in a directory of your system.

• You can create as many SAP shortcuts as you wish.

Creating a SAP Shortcut Prerequisites

• You have a 32-bit Microsoft Windows operating system.


• The SAP shortcut file type has been recorded in your Windows register table. This recording automatically takes place when a SAP GUI is installed.

• Your system administrator has assigned you a SAP user ID code and a password.

• You know the transaction code of the screen for which you want to create a SAP shortcut.

Procedure

Creating a SAP Shortcut from your Desktop

1. Position the cursor anywhere on the desktop (not on an open Windows application) and press the right mouse button.

2. Select New � SAP shortcut.

3. Enter any shortcut name you desire, but retain the extension .SAP. Press Enter.

You have just created a file for your shortcut. You now have to define it.

4. Press the right mouse button. Select Process.

A dialog box will appear. The title bar will contain the complete path of the shortcut file.


5. In the dropdown list of the System field, select the system ID. Complete the Client field. If you forgot your client, consult the SAP GUI log-on dialog box that you were using before.

6. Complete the User name and Language fields. If you leave the User name field blank, the system automatically uses your Windows user ID. The Password field is usually deactivated for security reasons. Your PC manager is the only person who can activate this field.

7. In the field Type, specify if the shortcut concerns:

o A transaction;

o A status;

o A system command.

1. In the field Title, enter the name of the shortcut.

2. In the field Command, enter the appropriate code. Here are some examples:

a. To create a shortcut to access the screen Create item: general, enter the transaction code MM01.


b. To create a shortcut for the status Archiving of check data, enter the program name RFCHKA00.

c. To create a log-off shortcut, enter the system command /nex.

To obtain the transaction code of the Command field, access the status bar of the application for which you would like to create a shortcut and click on the arrow of the dropdown list. If you do not enter a code, the system will take the code S000 by default, which corresponds to the initial screen of the SAP system.

1. Select OK. The shortcut will appear on your desktop.

2. The system automatically saves the file <NAME>.SAP corresponding to this shortcut in the desktop folder under your operating system folder. If you prefer keeping all your SAP shortcut files in the same location, you can move this file to the folder of your choice.

Creating a SAP Shortcut from a Specific Screen in the SAP System

1. Access the screen of the application you wish to use and select or

.

The New SAP Shortcut dialog box will appear.

2. Check if the information appearing in the dialog box (User name, Language, Type, Title, Command) is correct.

3. Select OK.

The shortcut will appear on your desktop.

4. The system automatically saves the file <NAME>.SAP corresponding to this shortcut in the desktop folder under your operating system folder. If you prefer keeping all your SAP shortcut files in the same location, you can move this file to the folder of your choice.

If the Password field in the New SAP shortcut dialog box has been activated, you can specify a password. For security reasons however, this is not recommended, and a warning message will appear. You should only include your password in a SAP shortcut if you are absolutely sure that no other person can access your PC or your drive/folder.


Use of SAP Shortcuts Prerequisites

• Your system administrator has assigned you a SAP user ID and you have created a password.

• You have created a SAP shortcut. This shortcut is on your desktop.

Procedure

If no SAP session is open:

1. Double-click on the SAP shortcut of the application you wish to use.

A log-on dialog box will appear. The title bar specifies the system ID, the client, the language and the application.

2. Enter your password. Select Logon or press Enter.

The SAP session will open.

3. To view or change the definition of your shortcut when you are logging on, position the cursor anywhere in the log-on dialog box (but not on the title bar, in a field or on the command buttons) and press the right mouse button. A pop-up menu will appear.

In this menu, if you do not enter a password, only the Process option will be activated. After you enter the first character of your password, the options Open and Process will be activated.

If a SAP session is open:

Double-click on the SAP shortcut for the application you would like to use.

• If an application program is already open, a new SAP session will open.

• If no application program is open, the current SAP session will launch the application you wish to use.


To use a shortcut from an open SAP session, drag and drop the shortcut to the open session. The system will launch the application that you wish to use. The following functions are also available:

Key + Drag and drop function

Result: You can now...

Shift + Drag and drop function

Use the shortcut.

CTRL + Drag and drop function

open a new session and launch the application you wish to use.


HELP FUNCTIONS – F1 AND F4

Use the F1 key to obtain information about fields, menus, functions and messages.

The F1 key also provides technical information about the field you are in.

The F4 key provides information on the values that you can enter. You can also access the F4 help of a field by using the button to the immediate right of that field.

IMPORTANT: REQUIRED FIELD

If a small icon with a check mark marks a field, you must enter an authorized value to keep using the application.

F4


F1


ON-LINE HELP The SAP system features complete on-line help. This help can be displayed from all screens of the system. You can always get help by using the HELP menu or the corresponding icon. The Help menu contains the following options:

• Application Help: Displays complete help on the current application. Selecting this menu item on the initial screen displays help regarding the introduction.

• SAP library: Provides access to all on-line documentation.

• Glossary: Allows you to search for term definitions. • Version new features: Displays the notes describing functional

differences between different versions of SAP. The balloon help is another SAP function. As in any other Windows software, if you use your mouse to position the cursor on a button without clicking on it, a help balloon will appear and give you a description of the button. SUMMARY You should now be able to do the following:

• Open and close the SAP system • Change your password • Identify the components of a SAP window • Navigate in the SAP system • Use several sessions • Create favorites • Create shortcuts • Use the SAP Help

basic navigation in sap

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