basic sap navigation

Basic SAP Navigation

Participant Guide

Software and Hardware Requirements for Accessing the ERP (SAP) Portal

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Basic Navigation in SAP

Software & Hardware Requirements -Windows

Operating System• PC or MAC (Dual Platform running Windows)• Windows: 2003, XP, Vista, or Windows 7

Browser• IE8 or IE9 (Windows and MAC running Windows). Please ensure that your web

browser settings are set correctly per the documentation IE8 and documentation for IE9 Windows 7.

• Make sure that the workstation’s clock is set to the correct time and date. For time, ensure that the proper AM or PM setting is selected and the time zone is set to “GMT-05:00 Eastern Time”. For date, ensure that the year is correct

• Enable Pop-Ups: Review Pop-Up Blocker instructions• Uninstall all Google and Yahoo toolbar applications• In some cases, installation of the updated version of IE8 has caused issues

accessing Great Plains (internal accounts). • To correct, please reinstall CIA Web Clients

http://safweb01.browardschools.local/Citrix/MetaFrame/default.aspx

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Software & Hardware Requirements –Windows - Continued

Web GUI Login• All WEB GUI users access SAP via www.broward.k12.fl.us/erp. If you have a

specific role in SAP you will log in by selecting the SAP Access tab and then clicking on the WEB GUI link.

• If you do not have a specific role in SAP you will click on the Employee Self Service tab. You must be using the correct browser for Windows.

SAP GUI Login (Only available on Windows operating systems)• All Super-Users access SAP via http://www.broward.k12.fl.us/erp and then select

the SAP Access tab. Super-Users then select the Windows GUI link.• Super-Users will need to install the SAP GUI Launchpad onto their desktop prior

to accessing Windows GUI.• The SAP GUI Launchpad installation is available at:

http://sapgui.broward.k12.fl.us:34521/Installing_SAPGUI.htm• Windows GUI can only be used inside BCPS wide area network (WAN)

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Software & Hardware Requirements –Windows - Continued

Adobe Reader (AR):Download and Install AR 10.1.1

In some cases, installation of Adobe Professional and AR together has caused a conflict. To correct, please perform the following steps:• Uninstall AR• Uninstall Adobe Professional• Reboot• Install AR 10.1.1 but do not install the Google components• Install Adobe Professional and set IE to open .PDF files using AR 10.1.1 by default• Open any PDF document and accept license• Close AR• Open PDF and choose not to display the offer again.

Java• Java 1.4 or later is required

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Software & Hardware Requirements –MacintoshBrowser• Firefox 3.6.25 is the only web browser supported by the ERP Support Center for the

OSX Macintosh. Please ensure that your browser settings are set correctly per documentation.

• Make sure that the workstation’s clock is set to the correct time and date. For time, ensure that the proper AM or PM setting is selected and the time zone is set to “GMT-05:00 Eastern Time”. For date, ensure that the year is correct.

• Enable Pop-Ups: Review Pop-Up Blocker Instructions• Uninstall older versions of Firefox before downloading 3.5.7• Uninstall all Google and Yahoo toolbar applications• In some cases installation of the updated version of Firefox has caused issues

accessing Great Plains (Internal accounts).• To correct, please reinstall CIA Web Clients

http://safweb01.browardschools.local/Citrix/MetaFrame/default.aspx• Firefox has an automatic update feature built into the browser preferences. Please turn

this feature off as follows: Open the Firefox Preferences Window, Advanced Preference tab, Updated tab and uncheck the Firefox check box under “Automatically check for updates to:” If your machine has been upgraded beyond version 3.6.25, uninstall the existing Firefox version and install Firefox version 3.6.25.

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Software & Hardware Requirements –Macintosh - Continued

WEB GUI LoginAll Web GUI users access SAP via www.broward.k12.fl.us/erp. If you have a specific role in SAP you will log in by selecting SAP Access and then clicking on the WEB GUIIf you do not have a specific role in SAP you will click on the Employees Self Service tab. You must be using the correct browser for Macintosh..

SAP GUI Login(Not Available on Macintosh OSX)

Adobe Reader (AR):Any version of Adobe Reader should function properly.

JavaJ2SE 5.0 is required.

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SAP Basic NavigationLesson One

Logging into SAP

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SAP OVERVIEW

SAP (ECC) 6.0 is the current version of SAP software that Broward is using where information is entered in one location and accessible across the district.

The benefits of using SAP include:

Real-time interactive processing—Interactive Forms such as Position Request, Employee Actions, One-Time and Supplement Payment iForms are prepared online and automatically routed and tracked through the approval process using workflow as the routing mechanism rather than physically moving documents through the internal pony mail system.

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More Benefits to Using SAP:

Reporting of real-time data—Budget reports are more timely and accurate due to the real-time

nature of the SAP system, which eliminates most batch processing.

Increased security—District administrative staff are able to prevent unauthorized positions from being created and filled.

Users are able to create and run their own customized reports and export this information to

desktop software.

Automation of processes in employee self-service, electronic purchase orders for vendors, on-line

catalog for items on contract, direct deposit for mileage and other staff reimbursements and

electronic pay advices.

Compliance with School Board Policy 5306—which was adopted by SBBC to ensure that

technology acquired to support business and educational operations is integrated and allows for

information from historically separate systems to flow seamlessly as one system.

For more information on ERP (Enterprise Resource Planning) and SAP, visit the ERP website on the Internet at www.broward.k12.fl.us/erp or on the intranet at web/erp.

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Macintosh and Windows (PC) End-Users will access SAP via the ERP Portal using the Web GUI link. For specific Hardware and Software requirements, end users should refer to the ERP Hardware and Software Requirements web page at:

http://www.broward.k12.fl.us/erp/brite/support/updates/partnerupdates.html

THERE IS NO SOFTWARE TO INSTALL

End-Users

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Windows (PC) Super-Users will access SAP via the ERP Portal using the Windows GUI link. Please refer to http://www.broward.k12.fl.us/erp/brite/support/updates/partnerupdates.html for specific information regarding system requirements and software installation.

Macintosh Super-Users will need to access SAP via the Web GUI link please refer to the ERP Hardware and Software requirements at http://www.broward.k12.fl.us/erp/brite/support/updates/partnerupdates.html for further information.

Super-Users

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Logging into SAP for the first time

All users will access SAP/ECC 6.0 through the Portal. A button on the ERP website will give you direct access to the Portal. Launch your Internet browser (Internet Explorer for Windows-based computers; Firefox for Mac-based computers) and type in the URL http://www.broward.k12.fl.us/erp.

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Logging into SAP for the first time

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Password: Format: Mmddyyyy! (First time users only)Entry format example: Ja021956!

Mm= First letter of your birth month is upper case J, second letter of your birth month lower case a (Ja)dd = your 2 digit birth day (02 in this example)yyyy = your 4-digit birth year (1956 in the example) followed by an ‘!’ (exclamation point)

You must change your password when you log on initially. Passwords are changed from the ERP Portal screen. Passwords expire every 45 days and a new password is required. As you type the initial password, the asterisks remain in the field, and only the cursor moves. As a security measure, the system does not display what you type.

INITIAL LOG ON PROCESS- Continued

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LOG ON:1. Enter your User ID in the User ID field2. Enter your Password (Mmddyyyy! First-time users only) in the

Password field3. Click the “Log on” button

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User ID

Entry format example: P00012345P + 8 digits

In the above example, the personnel number is 12345 (5 digits), therefore 3 leading zeros need to be added in order to make up the 8 digits

PasswordMmddyyyy! (first-time users only)Example: Mmddyyyy!

Ja021956!

Mm= Ja for January (first letter of birth month is upper case, the second letter of birth month is lower case and an exclamation ! at the end)dd = birthdate (02)yyyy = 4-digit birth year (1956)


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Enter the required information (New Password rules are on page 29)

1. Enter the Old Password (Example: Ja021956!)

2. Enter your New Password

3. Confirm your New Password

4. Click Change

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SETTING YOUR SECURITY QUESTION

1. Click “Reset Security Question”

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2. Enter your Personnel number

3. Click “Continue”

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4. Enter your SSN and Birth date

5. Click the Set SecurityQuestion link.4

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6. Choose a Security Question from the Drop Down on the right

7. Type in your answer and Confirm by re-typing the answer

8. Click SAVE.

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9. Enter SSN and Birth Date

10.Click the Reset Password link.

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11.Click Exit (PC) or Red Exit button (MAC).

12.Then go back to the ERP Website and re-enter the ERP Portal.

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1. Select “Reset Password”

If you want to reset, have forgotten your password or your User ID is locked, you can reset your password and unlock your ID.

RESET/FORGOTTEN PASSWORD OR LOCKED USER LOG ON

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2. Enter your User IDin the Login field

3. Click “Continue”

RESET PASSWORD - Continued

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1. Enter your Social Security Number (numbers only-no dashes)

2. Enter your Birth Date MM/DD/YYYY (with slashes)

3. Answer your Security Question (case sensitive)

4. Select “Reset Password”


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Your Password has been Reset.Your new password is: Password#

PC: Click “Exit” to exit this screen

MAC:Click the “Red Exit” button to exit this screen


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1. Log back into the system

2. Enter your User ID

3. Enter “Password#” in the Password field

4. Click on the Log on link


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Enter the required information (Remember, your Old Password is Password#, New Password rules are on page 29)

1. Enter the Old Password (Password#)

2. Enter your New Password

3. Confirm your New Password

4. Click Change

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PASSWORD RULES

Must be at least eight characters long

Must contain at least one uppercase and one lowercase letter

Must contain at least one of the following special characters: Example ! “ @ $ % & / ( ) ?

Cannot be identical to the last five passwords

The first three characters cannot be identical

Cannot start with “ ! ” or “ ? ”

Must be reset every 45 days

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PASSWORD SECURITY It is important that all users follow defined security procedures to

ensure information integrity and confidentiality. Your unique user ID and password are attached to all the transactions that you process.

You are identifiable and accountable for the transactions you process in the system. You do NOT want someone else processing data with your user ID.

Unique passwords are used to ensure only authorized individuals have access to those portions of the system required to perform their respective jobs. Passwords also secure sensitive and confidential data. In order for passwords to be effective, they must be kept confidential to ensure that no one can access the system under your identity. Warning: In SAP, if you give someone your password, you give them access to view your personal information (ex. SS#, insurance, beneficiaries), as well as the ability to change sensitive data (e.g. bank information,W2 information, etc).

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ERP Portal Screen Tabs in the Portal screen will be customized for each user

The customization is based on the user’s role All users will have access to the Home and Employee Self

Service (ESS) tabs

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SAP Access via the ERP Portal

Click Here

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SAP Access WebGUI

Click Here

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Copyright Pop-up Window

You will only see this the first time you log on to SAP.

Click the green check icon to continue

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SAP Basic NavigationLesson Two

Accessing Transactions: Easy Access Menu

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SAP Menu The default screen is called the SAP Easy Access Screen.

When logging in, SAP menu will display

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Menu, System, and More… are buttons with black cornersindicating a drop down menu

The Menu button is an expandable tool that navigates with arrow keys to submenus

System and More are expandable tool buttons that will display a list of actions

Navigation Buttons

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1. The Title Bar indicates the name of screen

2. Navigation Area contains folders and transactions

3. The Status Bar displays system messages

Toolbars & Navigation Area

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Moving from the Easy Access Screen to Transactions

What is a transaction?• Enables user to create, change, and display data or

run reports in SAP How do I get to a transaction from the Easy Access

Screen?

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Getting Around

1. Fast Path2. Favorites

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There are two ways to access transactions in SAP:

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Accessing Transactions using the Fast Path Field

Each action in SAP has a transaction code which can be used instead of the menu path to navigate to the proper screen

A transaction code can consist of letters, numbers, or both

Type the transaction code in the Fast Path field and click Enter to navigate to that transaction

Don’t click this triangle…It will close the Fast Path Field!

Fast Path Field

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If you Close the Fast Path Field by Mistake

Reopen the Fast Path field by clicking on the Triangle

Now you can enter your transaction code

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Fast Path Field

By entering a transaction code instead of using the Easy Access menu, you can go to a task and start the function in a single step. Although using transaction codes efficiently requires some memorization of transaction codes related to your role in SAP, it is also a quicker way to get around in the SAP system.

Accessing Transactions using the Fast Path Field (Continued)

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Click to open or close the Fast Path


• The Fast Path Command Field provides direct access to a transaction’s initial screen from any screen and allows for speedier access.

• To enter a transaction and start a task, place the cursor in the Fast Path, enter the transaction and click enter.

Enter the transaction in the Fast Path field

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Status Bar

The Status Bar containsthe transaction code along with other system information.


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Is there an Easier Way to Navigate?

How can I easily get to where I need to be? Set up Favorites!

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Favorites

You can set up links to commonly used transactions in the Favorites folder.

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Creating a Favorite

From the menu bar

1. Select Favorites2. Select Insert

transaction codeor

Right click Favorites and choose insert transaction.

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Creating a Favorite -- continued

3. Enter the desired Transaction Code

4. Click the green check

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Creating a Favorite -- continued

5. The transaction will display in your Favorites folder

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Displaying the Technical Names for Transactions

From the menu bar

1. Select Extras

2. Select Settings:

3. Select Display technical names

4. Click the green check icon

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Displaying the Technical Names for Transactions (Part Two)

Technical Names Not Displayed

Technical Names Displayed

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Creating a Favorite Folder

You can also create Favorite Folders – to further organize your favorites.

From the menu bar

1. Select Favorites2. Select Insert folder

orRight click on Favorites and Choose insert folder

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Creating a Favorites Folder -- continued

3. Enter the desired Name for the folder (in this example we will use “HR Transactions”)


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Creating a Favorites Folder -- continued

5. The new folder will display in your Favorites folder

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Adding Transactions to A Favorites Folder

1. Select the desired favorites folder

From the menu bar

2. Select Favorites

3. Select Insert transaction code

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Adding Transactions to A Favorites Folder --continued

4. Enter the desired Transaction Code


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Adding Transactions to A Favorites Folder --continued

6. The transaction will display in the Favorites folder you selected

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SAP Basic Navigation Other Basics – Lesson Three

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A session is a SAP window. This SAP window will allow a user to navigate a series of screens to perform certain tasks.

• When you log on to the ERP System, the system opens a single session in which users can perform one SAP task at a time.

• Multiple sessions may be opened and run simultaneously, however only two sessions are recommended.

• When using multiple sessions users are able to find key information needed for another transaction or task without exiting the existing transaction; for example, displaying the details of a vacant position before hiring an employee.

Sessions: Single and Multiple

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PC Computers

To create a new session:

1. Click the SAP Access Tab on the taskbar at the bottom of your screen

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Sessions: Single and Multiple -- Continued

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2. Click the WebGUI Link

A new session will open.

Press Alt + Tab on your PC to toggle between sessions

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MAC Computers

The F10 key allows you to view all of the open SAP sessions at one time.

To create a new session

Click the F10 Key on your keyboard

1.Click the WebGui link on the SAP Netweaver Portal session

A new session will open.

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Moving from One Transaction to Another

You must type /N before the transaction code to move from one transaction to another.

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System Messages

System messages will display to the bottom left of the screen

Errors must be corrected before proceeding

Click Enter to proceed past a warning message to make a correction

Budget, Procurement, Payroll, and HR will each have their own system message codes. System Messages will be trained in each of the fundamental courses.

Message Type Message Description

Error Messages Indicates a problem that must be corrected before continuing.

Information Messages No action is required. SAP is informing you of a particular fact or condition. However, you must hit enter to get past the message.

Warning Messages Indicates there may be a problem with the data you have entered. You may have to correct the problem before continuing.

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Standard Screen Elements -- BarsSAP uses five tool bars: menu bar, standard tool bar, title bar, application tool bar, and status bar.

1. The menu bar displays menu options for the transaction and provides selections for applications or system functions. Depending on the screen, the menu options change; however, System and Help ( in the submenu of System) are available on the menu bar for all screens.

2. The standard tool bar includes buttons or icons for standard functions such as saving, or printing a file and accessing help.

3. The title bar displays the name of current transaction.

4. The application tool barincludes buttons or icons relevant for the transaction.

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Standard Screen Elements – Bars (Continued)

5. The status bardisplays system messages

6. By double-clicking the Status Bar the system displays details about the system message

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1. If the buttons or Links are gray on the screen, they are not active and cannot be used.

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Some frequently used buttons on the tool bar include:

SAP displays the previous screen

SAP displays the screen from the previous level

SAP aborts a process and cancels the information

“Expandable” Navigate with arrow keys

“Expandable” Navigate with arrow keys


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1.Tabs allow for more efficient display and/or maintenance of data

2.Click to view a list of all available tabs

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Standard Screen Elements – Tabs

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FIELDSSAP has four types of fields:

1. Mandatory-Data is required to process transaction (Mandatory fields are indicated with a checkmark)

2. Optional-Data is not required to process transaction

3. Default-System automatically displays data in the field selection

4. Selection-either single or multiple options (see next slide)

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Standard Screen Elements – Fields

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STANDARD SCREEN ELEMENTS: FIELDS (CONTINUED)

Selection

Single Only one option

is allowed

Multiple Multiple options

are allowed

Single

Multiple

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MATCHCODESSAP uses matchcodes so that you do not have to memorize all the codes used for different items; for example, you can use matchcodes to look up an employee.

To Use Matchcodes:1. Click in the field (The cursor

must be active in the field or the matchcode icon will not show up)

2. Click icon

3. Enter the information you know

4. Click to view a list of items that meet your criteria

Double-click the item you want

ResultThe system transfers the data into the field of the original screen.

Use the icon to select a different search method/category.

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Field Help

1. Position the cursor in a field and select F1 on the keyboard

2. A pop-up box will appear that gives an explanation of the field

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Logging Off of A SAP Session

1. Select the Log off button on the SAP Easy Access screen

2. You will be warned about saving your data even if you have saved it!

3. Select “Yes” to log off

If you have other sessions open, they will remain open

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Ending a Session

Ending a session is another way of logging off SAP Save your work before you close a session From the menu bar choose System>

End Session Additional logons you may have in SAP will remain open

– Each session must be closed separately

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Logging Off The ERP Portal

To log off the ERP portal, click the log off link in the upper right corner of the ERP portal screen

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Course SummaryYou should now be able to:

Log on/off the ERP PortalNavigate the SAP Easy Access screen Identify transactions in SAPAccess transactions using:

Transaction codes Favorites folders

Navigate transaction screensEnter data in fields using

Free entry (manual typing) Matchcodes (look up)

Recognize system messagesAccess Help for field definitions

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Follow-Up & Support Options

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ERP SUPPORT CENTER 754-321-8120

ERP Website:

web/erp -or-

http://www.broward.k12.fl.us/erp/ CAB Conference

User Support Options

Broward County Public Schools

School Board Members

Ann Murray, Chair Laurie Rich Levinson, Vice Chair

Robin Bartleman Maureen S. Dinnen

Patricia Good Donna P. Korn

Katherine M. Leach Nora Rupert

Benjamin J. Williams

Superintendent of Schools Robert W. Runcie

The School Board of Broward County, Florida Prohibits any policy or procedure which results in discrimination on the basis of age, color, disability, gender, national origin, marital status, race, religion or sexual orientation.

Individuals who wish to file a discrimination and/or harassment complaint may call the Director of Equal Education Opportunities at (754) 321-2150 or Teletype Machines TTY (754) 321-2158.

Individuals with disabilities requesting accommodations under the Americans with Disabilities Act (ADA) may

call Equal Educational Opportunities (EEO) at (754) 321-2150 Or TTY # (754) 321-2158

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