sap01 sap overview 2011

SAP01SAP Overview

INSTRUCTOR HANDBOOKINSTRUCTOR-LED TRAINING

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SAP Copyrights and Trademarks

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Copyright . All rights reserved. iiii

About This Handbook

This handbook is intended to complement the instructor-led presentation of this course, and serve as a source of reference. It is not suitable for self-study.

Typographic ConventionsAmerican English is the standard used in this handbook.

The following typographic conventions are also used.

This information is displayed in the instructors presentation

Demonstration

Procedure

Warning or Caution

Hint

Related or Additional Information

Facilitated Discussion

User interface control Example text

Window title Example text

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Contents

ix Course Overview

1 Unit 1: SAP Overview

2 Lesson: Identifying SAP Applications and Components

17 Unit 2: Navigation

18 Lesson: Accessing The SAP System21 Exercise 1: Log On to the SAP System 10

minutes26 Lesson: Personalizing the SAP Interface38 Exercise 2: Create Favorites 10

minutes41 Exercise 3: Personalize Your User Interface 10

minutes43 Exercise 4: Use Navigation Options 10

minutes

55 Unit 3: System Wide Concepts

56 Lesson: Identifying Elements of SAP's Organizational Structure62 Exercise 1: Display a Customer Master Record 10

minutes

75 Unit 4: Logistics

77 Lesson: Ordering Material86 Exercise 1: Create a Purchase Order for Materials 10

minutes89 Exercise 2: Create a Goods Receipt 10

minutes94 Exercise 3: Process a Vendor Invoice 10

minutes100 Lesson: Using Supplier Relationship Management105 Lesson: Creating a Production Plan110 Exercise 4: Create a Planned Order 10

minutes115 Lesson: Processing Production Orders121 Exercise 5: Create and Release a Production Order 10

minutes125 Exercise 6: Confirm a Production Order and Goods Receipt 10

minutes130 Lesson: Using Supply Chain Management136 Lesson: Managing Sales Orders

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140 Exercise 7: Create a Sales Order 10minutes

144 Lesson: Creating Delivery Process Documents148 Exercise 8: Create a Delivery and Post a Goods Issue 10

minutes154 Lesson: Creating Billing Documents158 Exercise 9: Create a Sales Order Billing Document 10

minutes161 Lesson: Using Customer Relationship Management168 Lesson: Using Product Lifecycle Management

185 Unit 5: Financials

186 Lesson: Viewing Financial Processes193 Lesson: Outbound Payments196 Lesson: Analyze General Ledger accounting200 Exercise 1: Create a Journal Entry 10

minutes204 Lesson: Generating Financial Statements208 Exercise 2: Generate a Financial Statement 10

minutes212 Lesson: Monitoring Internal Costs222 Exercise 3: Execute a Cost Center Report 10

minutes225 Exercise 4: Execute a Profitability Analysis Report 10

minutes

231 Unit 6: Human Capital Management

232 Lesson: Viewing Components of Human Capital Management250 Exercise 1: Hire an Employee 10

minutes

257 Unit 7: Analytics and Strategic Planning

258 Lesson: Executing Analytics and Strategic Planning Reports266 Exercise 1: Create a Business Intelligence Report 10

minutes

273 Unit 8: SAP Services

274 Lesson: Accessing SAP Services

vviii Copyright . All rights reserved.

Course Overview

TARGET AUDIENCEThis course is intended for the following audiences:

Developer IT Adminstrator IT Support

User End User

User Super Key Power User

Copyright . All rights reserved. iix

UNIT 1 SAP Overview

Lesson 1

Identifying SAP Applications and Components 2

UNIT OBJECTIVES

Identify SAPs applications and components

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Unit 1Lesson 1

2Identifying SAP Applications and Components

LESSON OVERVIEWAfter completing this lesson, you will be able to identify the basic applications and components offered by SAP.

Business ExampleYou are responsible for deciding which applications and components your company will implement, and you must be able to identify and explain the basic functionality of an enterprise resource planning system. For this reason, you require basic knowledge of the following:

Elements of an enterprise resource planning (ERP) system

SAP applications and components

Industry applications

SAP solutions for small and midsize companies

The lesson on the history of SAP has been removed from this course.Course participants should know SAP is a global company. If students are interested in details they can learn more by logging onto www.sap.com.

SAP is the abbreviation for System, Applications and Products in Data Processing. Link to acronyms: http://wiki.sdn.sap.com/wiki/display/home/sap+acronyms

LESSON OBJECTIVESAfter completing this lesson, you will be able to:


Elements of an ERP System

Most students are familiar with SAPs products. Clarify that SAP ERP is the product following R/3 and that SAP ERP is more then just R/3. SAP ERP combines SAP NetWeaver, SAP ECC (the technical successor of R/3) and other components. All of the SAP product solutions use components from the SAP ERP.

Enterprise Resource Planning (ERP) is an integrated computer-based system used to manage internal and external resources, including tangible assets, financial resources, materials, and human resources. The purpose of an ERP system is to facilitate the flow of information between all business functions inside the boundaries of the organization. ERP also helps manage the connections to employees and outside stakeholders such as customers, partners, and suppliers. Built on a centralized database, and usually utilizing a common computing platform, ERP systems consolidate all business operations into a uniform and

22 Copyright . All rights reserved.

enterprise-wide system environment. An ERP system can either reside on a centralized server or be distributed across modular hardware and software units that provide "services" and communicate on a local area network. The distributed design allows a business to assemble modules from different vendors without the need for the placement of multiple copies of complex and expensive computer systems in areas that will not use their full capacity.

SAP R/3 has a wide palette of standard, integrated functions. For example, for processes in sales, shipping, or inventory management, data is automatically transferred to accounting.

SAP ECC is the evolutionary successor of SAP R/3 and is one of the main components of the SAP ERP application.

SAP R/3 has been through a number of release cycles. For each new release, the functions have been extended, applications have been optimized, and interfaces to other software components have been enhanced. SAP R/3 was developed using ABAP, SAP's own programming language.

Figure 1: From R/3 to ERP

Since the release of SAP R/3 Enterprise, changes and enhancements were integrated into the SAP system first as extensions. Changes and enhancements are now integrated as enhancement packages. This accelerates and simplifies the upgrade process and adaptation to industry sectors.

SAP Applications and Components

It is important for students to be able to differentiate between an application and a component. Explain the difference between an application and a component . Remember that what used to be called "Solution" in this section is now an "Application". Suggestion: Start a drawing on the board of the SAP Business Suite and continue to add to the drawing as you speak to the following figures. This should be a short introduction into SAP NetWeaver. The lesson on NetWeaver is no longer included in this course.

IT practices is the new term for SAP NetWeaver features and functions. They are then broken down into IT scenarios.

Information of name changes and components:

New name Abbreviation Old Name

Lesson: Identifying SAP Applications and Components


SAP NetWeaver Application Server

SAP NetWeaver AS SAP Web Application Server

SAP NetWeaver Portal SAP Enterprise Portal

SAP NetWeaver Business Information Warehouse

SAP NetWeaver BW SAP Business Information Warehouse

SAP NetWeaver Master Data Management

SAP NetWeaver MDM SAP Master Data Management

SAP NetWeaver Mobile SAP Mobile Infrastructure

SAP NetWeaver Process Integration

SAP NetWeaver PI SAP Exchange Infrastructure / SAP NetWeaver Exchange Infrastructure

SAP products consist of individual applications, which are available as an entire suite or individually. Each application has its own focus area and provides functions to map this area flexibly and comprehensively. All the applications are based on the SAP NetWeaver technology platform. SAP NetWeaver is an integration and application platform that reduces total cost of ownership across the entire IT landscape and supports the evolution of the SAP Business Suite to a services-based architecture.

Definition of applications and components:

SSAP applications SAP applications describe processes and functions from a process point of view.

SAP components Components represent SAP's technical view of software and are the technical building blocks for the system.

The flexibility and comprehensive integration and adaptation options offered by SAP software results in high-performance, industry-specific, and cross-industry e-business applications.

SAP Solutions

Figure 2: Different Sizes - Different Products

SAP offers different solutions to help companies manage their growth. These solutions provide the functionality required to increase operational efficiency, elevate customer service, and boost innovation within an integrated system.

Unit 1: SAP Overview


SAP Business SuiteIndividually, SAP Business Suite applications help you manage your most critical business processes. Collectively, they form a tightly integrated business application suite that adds value to every facet of your organization and your external value chain (for example, customers, suppliers, and partners).

Figure 3: SAP Business Suite

Consider drawing an overview to SAP as illustrated in these figures.

Figure I-1: SAP Business Suite.ppt



Figure I-2: SAP ECC.ppt

ERP is the core application of the Business Suite. It uses ABAP as its operational language. ECC, or Enterprise Core Component, is the core of this area.

SAP Business Suite is a comprehensive group of business applications that allows companies to manage their entire value chain and the most critical business processes in open, integrated applications. These business applications provide users with consistent results throughout the entire company network. SAP Business Suite consists of a number of different products that enable cross-company processes. Customers, employees, suppliers and partners are brought together to form one unit in a process.

SAP Solution Details

SAP solutions include the following:

SSAP ERP Human Capital Management

SAP ERP Human Capital Management (SAP ERP HCM) enables you to utilize employees effectively toward the success of your company. This solution covers all aspects of human resources, from recruitment and training through payroll.

SAP ERP Financials The aim of SAP ERP Financials is to utilize a company's funds effectively and, therefore, increase profitability in the long term.

SAP ERP Operations SAP ERP Operations provides an extensive operations solution for automating and streamlining procurement and logistics execution, product development and manufacturing, and sales and service.

SAP ERP Corporate Services

SAP ERP Corporate Services introduces service solutions for travel management, environment, health and safety, and real estate management. It also addresses the development of efficient incentive programs.

The core features and solutions of SAP ERP are enhanced and extended through the following applications in the SAP Business Suite:

SAP Customer RelationshipManagement

Customer relationship management (CRM) is a company-wide business strategy embracing all client-facing departments, and even beyond. With CRM, people, processes, and technology work together to increase profitability, and reduce operational costs.



SSAP Product LifecycleManagement

Product lifecycle management (PLM) integrates people, data, processes, and business systems and provides a product information backbone for companies and their extended enterprise.

SAP Supply Chain Management

Supply chain management (SCM) is the management of a network of interconnected businesses involved in the ultimate provision of product and service packages required by customers. SCM spans all movement and storage of raw materials, work-in-process inventory, and finished goods from point of origin to point of consumption.

SAP Supplier RelationshipManagement

Supplier relationship management (SRM) involves working with your suppliers to maximize the potential value of those relationships.

SAP Solutions for Small Businesses and Medium Companies

Point out that Small to Medium Businesses have IT requirements that are not met by the SAP Business Suite. For an SAP Business Suite implementation, solutions need to be as flexible as possible and an implementation is usually time-consuming and cost-intensive. Small and medium businesses often do not have sufficient financial means for such projects and their requirements are usually less complicated. Small and medium businesses require integrated processes on one database and cost-efficient pre-configured systems with low operating costs.

Qualified SAP Business All-in-One packages from SAP partners are pre-configured, micro-vertical industry solutions delivered by partners on a fixed-bid, fixed-scope, and short implementation cycle. Target prospects are $40-$500M in revenue.

Qualified SAP Business All-in-One packages from SAP partners:

- Combines SAP Business Suite and SAP Best Practices templates with industry-specific partner solutions and implementation services.- Delivers 45 micro-vertical industry solutions via 20+ partners.For customers who have limited budgets and vertical requirements that can be satisfied through an available SAP All-in-One solution.

There is no lesson going into more details of these solutions for small and medium businesses. It is up to you, but should of course depend on your participants, how much you go into details here. The table should help you to position the different solutions (this table is taken from an overview brochure available on SAP.com).

SAP Business One SAP Business ByDesign

SAP Business All-in-One

Summary of SolutionRequirements

A single solution to manage the entire business

A complete, on-demand business solution that is affordable,predictable, and easy to adopt.

A comprehensive, extensible, and customizablebusiness solution with support for industry-specificrequirements.



Challenges with Current Solutions

Outgrown your accounting-onlysystems.

Replace your point solutions, manual processes, and spreadsheets.

Outgrown your point solutions or legacy systems.

Nature of Operations

Relativelystraightforwardbusiness processes. Lower transaction volumes.

Moderately complex business processes. Moderatetransactionvolumes.

Deep, micro-vertical and industry-specific business processes.Demanding, high-volume product, manufacturing, and service operations.

TypicalOrganizationalStructure

Up to 5 locations and independent subsidiaries.

Multiple locations, multiple divisions, and independent subsidiaries.

Multiple locations, multiple divisions, and all types of subsidiaries.

IT Preferences Limited IT capability with preference for an on-premise system.

Limited IT capability with a preference for an on-demand solution.

IT capability with a preference for an on-premisesolution.

Typical Number of Employees

Less than 100 employees.

100-500employees.

100-2500employees.

SAP Business All-in-One Solutions

SAP Business All-in-One solutions allow you to choose from industry-specific solutions, qualified SAP partner solutions, or solutions created within the fast-start program.

Each SAP Business All-in-One solution is a prepackaged, industry-specific version of the SAP Business Suite with built-in content, tools, and methodologies for a cost-effective, turnkey implementation. SAP Business All-in-One solution partners offer out-of-the-box flexibility, combined with the power of SAP's world-class business applications.

Figure 4: SAP Business All-in-One



SAP Business All-in-One Solutions Details

SAP Business All-in-One solutions include the following:

SSolution Functionality

SAP ERP Effectively manage financials, human resources, operations, and corporate services.

SAP Customer Relationship Management (CRM)

Effectively manage all aspects of your customer relationships, from marketing, to sales, to service.

SAP Business Analytics Gain insight and improve decision making with tools and reports for financial and operational reporting.

SAP Best Practices Benefit from industry-specific configuration and business processes based on SAP's experience in industries worldwide.

SAP NetWeaver technology platform

Quickly and cost-effectively add on to your existing solution as your business grows and your needs change.

If your company has deeper needs in specific process areas, SAP's complete portfolio of business software can extend the functionality of your SAP Business All-in-One solution to address other critical facets of your business

SAP Business ByDesignSAP Business ByDesign is an adaptable, on-demand business offering designed specifically for medium sized companies. It provides transparency and control over all your operations, so you can immediately identify and respond to issues and opportunities. SAP Business ByDesign is adaptable and allows you to meet new business requirements with minimal time, effort, and cost.

With SAP Business ByDesign, SAP manages your software for you, so you can be confident about a successful deployment and predictable operations, with minimal cost of ownership.

Figure 5: SAP Business ByDesign



Business ByDesign Details

Business ByDesign includes the following solutions:

SSolution Functionality

Financials Financial and management accounting

Cash flow management

Customer Relationship Management Marketing

Sales

Service

Human Capital Management Organizational management

Human resources

Employee self-service

Supply Chain Management Supply chain setup management

Supply chain planning and control

Manufacturing, warehouse, and logistics

Supplier Relationship Sourcing

Purchasing

Executive Management Support Business performance management

Project Management Management of projects

Compliance Management Management of compliance

SAP Business OneSAP Business One is designed exclusively for small businesses. SAP Business One is a single, affordable business management solution that integrates the entire business across financials, sales, customers, and operations. With SAP Business One, small businesses can streamline operations, obtain instant and complete information, and accelerate profitable growth. Combined with additional industry-specific capabilities, SAP Business One can adapt to your unique and fast-changing needs as your business grows.



Figure 6: SAP Business One

SAP Business One Details

SAP Business One provides the following advantages:Rapid implementation

SAP Business One can be implemented within a few days and is easily maintained. Its familiar Microsoft Office environment allows occasional users to rapidly learn to use the software. The application is based on open technologies and can be readily extended with special functions.

Lower costs

SAP Business One is cost effective and offers a wide range of functions for integrated data processing.

Increased productivity and cost control

The user interface of SAP Business One is simple and easy to understand and users will quickly learn how to work with the system. This will increase productivity and help reduce costs.

Sound business decisions

SAP Business One allows managers to quickly access strategic information from all enterprise areas.

Scalability

When a company grows, processes usually become more complex and software requirements change. SAP Business One's flexible and efficient system technology can easily keep pace with the company's growth. SAP Business One can be extended by the functions your company requires. It also facilitates the transition to a more comprehensive IT system, such as SAP Business Suite.



SAP BusinessObjects

Figure 7: SAP BusinessObjects

The SAP BusinessObjects portfolio, from a product perspective, includes groups of technologies and applications.

SAP BusinessObjects

Groups of technologies and applications include:

SSAP BusinessObjects enterprise information management solutions

The primary focus of enterprise information management (EIM) is on delivering trusted information to the organization, which is used by a variety of applications and business users. Turning data into decision-quality information you can trust.

SAP BusinessObjects business intelligence solutions

Business intelligence (BI) delivers integrated reporting capabilities to business users for decision making. Turning information into insight for better decision making.

SAP BusinessObjects enterprise performance management solutions

Enterprise performance management (EPM) builds on the other areas, capturing and sharing information in a standard form. Using insight and informed decisions to drive strategy and alignment.

SAP BusinessObjects governance, risk, and compliance solutions

Governance, risk, and compliance (GRC) delivers a set of applications to manage risk, ensure that internal and external rules are followed and enforced, and control access to systems and information. Making risk and compliance part of decision-making, strategy, and performance management."

Bringing together the SAP BusinessObjects portfolio with SAPs business process platform helps companies achieve closed-loop business performance optimization. Decisions can be executed efficiently and effectively through industry-specific business processes. Process changes required for optimization can be easily implemented by combining process components on the platform. Execution can be monitored, and business events responded to, in real time across the business network. The power the full SAP portfolio, including the SAP BusinessObjects portfolio, brings together the world of making decisions and the world of executing them.



Industry ApplicationsSAP also offers industry-specific applications, which perform targeted, industry-specific business functions and processes. Many industries require solutions that are specially bundled and enriched with additional industry-specific functions and processes. SAP fulfills this requirement through the solution portfolios for industries.

Figure 8: Industry Packages

Industry Application Details

Industry offerings for more then 20 industries are available and include the following industries:

AAutomotive SAP for Automotive is designed to streamline and improve disjointed business practices, enabling you to closely manage many-tiered networks of customers, suppliers, and partners.

Banking SAP for Banking is based on a flexible, scalable infrastructure and provides a robust environment for incorporating new technologies, controlling core banking processes, and extending operations to the Internet.

Chemicals SAP for Chemicals delivers capabilities for sales and operations planning, quality management, recipe and batch management, and supply chain operations.

Healthcare SAP for Healthcare integrates your healthcare processes, from staffing and inventory to financials and patient-centric processes, on an open platform designed for growth.

Transportation & Logistics

SAP for Travel & Logistics handles all order volumes and supports complex business processes in procurement, fulfillment, returns management, warehousing, and value-added logistics.

Mining SAP for Mining enables you to meet the specific challenges of the mining industry by helping you manage your assets and operations and leverage global supply chain networks. As a result, you can increase efficiency and reduce costs.

Oil & Gas SAP for Oil & Gas solutions provide comprehensive tools that enable you to leverage key data, manage assets effectively, and maximize cash flow.



PPublic Sector SAP for Public Sector creates fast, flexible, and responsive e-government by electronically connecting public administrations with citizens, businesses, suppliers, and other organizations via the Internet. This enhances communications, streamlines services, and reduces costs.

Retail SAP for Retail provides a comprehensive solution where every piece of your retail value chain, from forecasting and planning to allocation and replenishment, must be focused on meeting and surpassing customer expectations.

SAP Applications and Components

FACILITATED DISCUSSIONPose specific business scenarios and ask how the lesson information applies.

FACILITATED DISCUSSIONCan an application share a component with another solution?

LESSON SUMMARYYou should now be able to:




Unit 1

13Learning Assessment

1. SAP is a solutions company.Determine whether this statement is true or false.

X True

X False

2. List at least three cross-industry or industry applications.

3. All SAP applications are role-based.Determine whether this statement is true or false.

X True

X False


Unit 1

14Learning Assessment- Answers

1. SAP is a solutions company.Determine whether this statement is true or false.

X True

X False

Business experience, strategy, and know-how are intangibles, which, bundled together with the vast flexibility, integration, and customizing potential of SAP software, have resulted in more powerful e-business solutions within specific industries and across industry borders.

2. List at least three cross-industry or industry applications.

Cross-industry applications: SAP Enterprise Portal, SAP CRM, SAP SCM, SAP SRM, SAP PLM, SAP ERP HCM, SAP ERP Financials

Industry packages: SAP for Aerospace & Defense, SAP for Automotive, SAP for Banking, SAP for Chemicals, SAP for Consumer Products, SAP for Engineering, Construction & Operations, SAP for Healthcare, SAP for High Tech, SAP for Higher Education & Research, SAP for Insurance, SAP for Media, SAP for Mill Products, SAP for Mining, SAP for Oil & Gas, SAP for Public Sector, SAP for Retail, SAP for Telecommunications, SAP for Utilities.

3. All SAP applications are role-based.Determine whether this statement is true or false.

X True

X False

The SAP NetWeaver Portal lets you customize your interface so that you can perform tasks associated with your role.


UNIT 2 Navigation

Lesson 1

Accessing The SAP System 18Exercise 1: Log On to the SAP System 21

Lesson 2

Personalizing the SAP Interface 26Exercise 2: Create Favorites 38Exercise 3: Personalize Your User Interface 41Exercise 4: Use Navigation Options 43

UNIT OBJECTIVES

Log On to the SAP system

Use the SAP interface

Navigate in the SAP system

Find help from the SAP Easy Access Screen


Unit 2Lesson 1

16Accessing The SAP System

LESSON OVERVIEWThis lesson shows you how to log on to an SAP system using the SAP Logon.

For many of the students, this lesson will be the first exposure to the SAP GUI. You may want to complete the exercise with the students ensuring each student is able to successfully logon to the correct the server.

The actual logon procedure and how to add an entry in the SAP Logon is different in each country and training location.

Business ExampleTo access the SAP system, you must familiarize yourself with the logon process and related screens. For this reason, you require the following knowledge:

A good understanding of the logon process



Log On to the SAP SystemThe SAP Graphical User Interface (SAP GUI) is the general front-end program used to access SAP systems. Several variants of the SAP GUI are available and are adapted for use in different environments. In this lesson, we refer to the SAP GUI for the Windows environment.

The SAP GUI program connects the front-end computer with a specific SAP system. To start the SAP GUI, SAP provides another program: SAP Logon. When the user launches SAP Logon, a window displays a list of available SAP systems. This list is derived from a file on the front-end computer, and is usually preconfigured and made available to users.

Figure 9: The SAP Logon Program


Establish that SAP is a client system. Define the client within SAP as a separate entity with its own master data, configuration, transactions, and databases.

Before you log on for the first time, your system administrator will give you an initial password. During the process of logging on, you enter a new password--one that you alone will know. You will use your own password whenever you log on.

Note:These procedures may differ somewhat at your company. For more information, contact your system administrator.

The Logon Screen

Figure 10: Logging On to an SAP System

If there are system-wide messages, the System Messages dialog box appears. After you have read the messages, choose Continue (or press Enter) to close the dialog box.

How to Log On to the SAP SystemHow to access the SAP system.

11. Choose in the SAP Logon window.

2. Choose Log on.

3. Enter .This is 800 if you use the instructor training system,or the client that was assigned to your class if you use the participant system.

4. Enter 5. Enter .6. Enter the language.

7. Choose Enter.The SAP Easy Access screen displays.

Lesson: Accessing The SAP System


Explain to the participants that they may be prompted to change their password.

Unit 2: Navigation


Unit 2Exercise 1

Log On to the SAP System

Business ExampleTo perform your daily business transactions, you must log on to the SAP system.

Every SAP subsidiary and every SAP training center works differently. In Germany, for example, the participants have a direct shortcut to the assigned training system in the Windows menu. In other countries, the participants have to maintain an entry in the SAP logon.Depending on the GUI version and the office connection, this is done in different ways. Please explain this to the participants and guide them through this first part.

Caution:This exercise depends on your location.The details may be different, depending on local settings, installations,the connection to SAP systems, and if the training is at an SAP facility or on site. Your instructor will explain the proper logon procedure.

Create a logon entry and access the appropriate system with the client, user ID, and password provided by the instructor.

11. Create an entry in the SAP GUI logon screen, based on the information provided by the instructor.

Field Entry

Your SAP Training System Provided by your instructor

Message Server Your instructor will tell you if this is required

SAP Router Your instructor will tell you if this is required

User Provided by your instructor

Password Provided by your instructor

Client Provided by your instructor

Language Provided by your instructor

New Password Create a new password of your choice

2. Use your logon entry to gain access to the SAP system with the information provided.


Unit 2Solution 1

Log On to the SAP System

Business ExampleTo perform your daily business transactions, you must log on to the SAP system.

Every SAP subsidiary and every SAP training center works differently. In Germany, for example, the participants have a direct shortcut to the assigned training system in the Windows menu. In other countries, the participants have to maintain an entry in the SAP logon.Depending on the GUI version and the office connection, this is done in different ways. Please explain this to the participants and guide them through this first part.

Caution:This exercise depends on your location.The details may be different, depending on local settings, installations,the connection to SAP systems, and if the training is at an SAP facility or on site. Your instructor will explain the proper logon procedure.

Create a logon entry and access the appropriate system with the client, user ID, and password provided by the instructor.

11. Create an entry in the SAP GUI logon screen, based on the information provided by the instructor.

Field Entry

Your SAP Training System Provided by your instructor

Message Server Your instructor will tell you if this is required

SAP Router Your instructor will tell you if this is required

User Provided by your instructor

Password Provided by your instructor

Client Provided by your instructor

Language Provided by your instructor

New Password Create a new password of your choice

a) Locate the SAP Logon program on your desktop.


Note:There are a variety of ways to find the program and a variety of places it could reside on your desktop. These variables depend on how the GUI software was installed.

bb) Choose New .

c) Enter in the Search for field.

d) Select the system ID (SID) from the list presented.

e) Select Next .

f) Under Group / Server, select Public. If Public is not available, select Space.

g) The system will display a list of defined server groups for your training system. Select the Public group if it is available. If Public is not available, select Space.

h) Select Next twice.

i) Select Finish.

Note:If desired, you can enter a different system name for this system.

The new logon entry appears in the list of SAP systems.

2. Use your logon entry to gain access to the SAP system with the information provided.a) From the SAP logon pad, select the system provided by the instructor.

b) Choose Log on.

c) Enter the Client: .d) Enter the Password: .e) Enter the Language: .f) Choose Enter .

Note:You might be asked to change your password. If so, continue with the following steps. If you are not asked, skip to solution step j.

g) In the password change dialog box, enter your own new password in the New Password field.

h) Enter your password again, in the Repeat Password field, to confirm the password change.

i) Choose Enter .


jj) Choose Enter as many times as needed, reading any system messages that are displayed, until you are returned to the SAP Easy Access screen.




Lesson: Accessing The SAP System


Unit 2Lesson 2

22Personalizing the SAP Interface

LESSON OVERVIEWThis lesson shows you how to efficiently work in the SAP system by personalizing your screens and using different navigation options.

Business ExampleTo efficiently use the SAP system, you must be able to navigate the screens and utilize the various options available. For this reason, you require the following knowledge:

A clear understanding of screen structure elements

How to create a personal favorites list of transactions

How to personalize screens

How to navigate various screens

How to find help





Screen Structure Elements

In this section, you will familiarize the participants with the layout of the SAP Easy Access screen. Explain that the SAP Easy Access screen is the system default screen after logging on. This default can be changed to any desired start transaction using Extras -> Set start transaction.

The main focus of this lesson is to explain how to navigate within the system. Ensure that participants are comfortable with the overall layout and navigation before moving on. If you have participants who are interested in a specific application area , you can prepare and use demonstrations that are more suitable for your audience.

From Col.92 on, the participants and the instructors have an assigned user menu (this is centrally created and assigned to SAP01-INS-XX and the template user SAP01-99).

The SAP Easy Access screen is the initial default screen in SAP systems.


Figure 11: SAP Easy Access

The left side of the screen contains a tree hierarchy of the available menus. The graphic on the right side is made available centrally by your system administrator and cannot be customized by individual users. The graphic could, for example, be the company's logo.

SAP Screen Structure

Figure 12: Screen Structure

Please note that the figure is a combination of screens and does not exist as you see it in the system. Two system releases were used for this screen shot, an 6.0 system for the main screen and a 5.0 system for the small radio button part.

An SAP screen can contain the following screen elements:

CCommand field You can start applications directly by entering the transaction code in the command field. You can find the transaction code for an application either in the Overview menu on the SAP Easy Access screen, in the status bar, or in the application itself under System -> Status .

Lesson: Personalizing the SAP Interface


MMenu bar The menu bar is the top line of any primary window in the SAP system. The menu displayed depends on the application you are using.

Standard toolbar The buttons in the standard toolbar are shown on every SAP screen. If certain buttons are not available in an application, they are deactivated (greyed out). If you mouse over a button, the system displays a flag with the name or function of that button.

Title bar The title bar displays the name of the function that you are currently using.

Applicationtoolbar

The application toolbar shows the buttons available in the application you are currently using.

Check boxes Check boxes allow you to select several options from a group of fields.

Radio buttons Only one radio button option may be selected.

Tab A tab page allows you to organize several screen areas to improve clarity and organize data.

Status bar The status bar displays information on the current system status, such as warnings and errors. You can also change the display variant to show, for example, the transaction code of the transaction you are currently using.

Other elements Other elements include input fields and buttons.

Role-Based User Menus

Explain that role-based menus allow for limiting the wide range of functionality provided by SAP solutions to those required by the specific user according to the assigned role. Point out that when a user is assigned a role, they are assigned not only the menu, but also the authorizations they require to access the information.

SAP currently delivers over 1200 predefined roles.

SAP offers two formats to display a menu of transactions, reports, or Web-based applications to the user.

Menu formats include the following:

SAP standard menu This is a complete list of all possible transactions and reports offered by the system.

Role-based user menu

This is a collection of activities used in business scenarios. Users can access transactions, reports, or Web-based applications through their role-based menus.

Unit 2: Navigation


Figure 13: Role-Based User Menus

Users are assigned the role menu and the authorizations associated with the role. Authorizations control access to the specific activities required to perform the job function. The system administrator can tailor role-based menus to specific job requirements by adding or removing menu entries.

Caution:As a system administrator, you may be responsible for setting up role-based menus, which are then transferred to the front end. Therefore, keep roles as small as possible, since large roles could take a long time to transfer to the front end.

Favorites

Examples of items that can be added to a favorites list include the following:

Transactions

Links to files

Internet addresses

Hint:Favorites can be organized into folders, and you can edit your favorites in the SAP Easy Access screen using the Favorites menu.



Figure 14: Favorites Menu

The favorites list, which is initially empty, can be edited according to your preferences. Only you can view your favorites list.

How to Create a Favorite TransactionHow to create a favorites entry using the transaction for posting incoming payments in accounts receivable.

11. From the SAP Easy Access screen, choose Accounting -> Financial Accounting -> AccountsReceivable -> Document Entry .

2. Choose Incoming Payments.

3. Choose Favorites -> Add .

4. Choose the transaction.

Control Your User InterfaceYou have several personalization options available to help you set up your working environment.

Some of the personalization options are as follows:

Change the layout of the SAP Easy Access screen.

Track your input history to provide input help.

Display status messages in a dialog box instead of on the status bar.

Set preferences to determine how data is displayed.

Adjust the color and behavior of the screens and fields.

Status BarThe status bar provides general information on the SAP system and the transaction or task on which you are working. System messages are displayed on the left side of the status bar, and system information is displayed on the right side.

Unit 2: Navigation


Figure 15: Status Bar

Discuss and demonstrate the location of the different types of information available on the status bar. Explain the difference between the following types of system messages: informational, warning, and error.

The following information can be displayed in the status bar:

System

Client

User

Program

Transaction

Response time

To hide the information status fields, choose the arrow to the left of the fields.

How to Personalize Your User InterfaceUse this demonstration to show the participants several of the many personalization options available in the SAP system, such as how to customize the local layout and the user profile.

11. Choose System -> User profile -> Own data .

Provide a general description of the information that the user can maintain with for their user profile.

From the standard toolbar, choose Customizing of local layout, under Options -> VisualDesign. You also have the option to change the font size on your SAP GUI screen. You will need to log out and log back on to the system again before your changes to the settings will take effect.Choose Defaults tab.

Review the different settings the user can make from the Defaults tab. This is especially helpful for people who may want to change their date, decimal or currency formats.



Close the Maintain User Profile window. Choose the Customizing of local layout button .

In this demonstration, show participants the personalization available under Options . Point out that there are other opportunities for further personalization using the other menu items.Choose Options .

Take some time explaining the different options the user can set. For example:

Set the error, information, and warning messages to display in a dialog box.

Explain that the cursor can be modified.

Multiple SessionsThe SAP system tracks multiple logons. The primary reasons for tracking multiple logons are security and licensing. If the same user logs on more than once, the system displays a warning message. for each subsequent logon.

Warning messages include the following options:

Continue with this logon and end any other logons of this user in the system.

Continue with this logon without ending any other logons in the system (this is tracked).

Terminate this logon.

You should only be logged on once per SAP system. Using multiple sessions allows you to open several windows at the same time on the same computer.

Figure 16: Multiple Sessions

The user can create a new session at any time. This is helpful if you are in the middle of a transaction and need to verify information to complete the transaction. You can create several sessions, each independent of the others. You will not lose any data in sessions that are already open. For example, closing the first session does not cause the other sessions to close.

Too many open sessions can result in slower system performance. Your system administrator may limit the number of sessions users can create.

Before you end a session, save any data you want to keep.

Unit 2: Navigation


Hint:The system does not prompt you to save your data when you end a session.

Navigation

Introduce the participants to the three basic options for navigating in the system. At this point, touch on them very briefly because each is covered in more detail as we progress through this lesson.

Explain navigation in SAP systems using the SAP standard menu, the menu bar and the command field (transaction codes). Point out that transaction codes can be found by selecting System -> Status .

The following options are available when navigating in the SAP system:

Navigation in the SAP system includes the following:

Enter transaction codes in the command field.

Choose items from menus in the menu

Choose items from the favorites list.

Choose from the role-based user menu.

Figure 17: Navigation Options

Menus allow you to find a specific transaction when you do not know the transaction code. The menu is organized according to the task you are performing in the SAP system. Menus are drop-down lists; therefore, when you choose a menu item, further options appear.

Transaction Codes

Participants frequently ask about transaction code lists. You may want to mention a simple method for administrators to create their own lists of transaction codes: select the entries required for the list from the table TSTCT and save them in Excel. The easiest way of doing this is to use the functions System -> List -> Save -> Local file . Users do not need to create



transaction code lists in this way since they have their role-based menus and usually lack the authorizations to do so.

Every transaction or function in the system has a transaction code. You can enter the transaction code in the command field to initiate the transaction or function. This is convenient, provided you know the transaction code for the required transaction or function. You can find the transaction code by first navigating to a transaction, and then choosing System -> Status .

The following entries are time-saving tips for using transaction codes:

EEntry in the Command Field Result

/n Cancels the current transaction/nXXXX Initiates the specified transaction directly

from another transaction

/o Displays an overview of sessions/oXXXX Initiates the specified transaction in a new

session

/nend Ends the logon session with a confirmation dialog box

/nex Ends the logon session without a confirmation dialog box

/i Deletes your current session

How to Use Transaction CodesHow to use transaction codes and the command field.

Hint:Show the different possibilities of how to find a transaction code by:

-Choosing System Status (when the transaction is already on the screen).- Choosing Extras Technical details (from the SAP Easy Access).- Activating the display of the transaction in the status bar.- Activating the display of the transaction in the SAP menu or user menu by choosing Extras Settings and then choosing Display technical names.

In the detailed description of this demonstration, only the first system status is explained.

1. Navigate to the transaction from the SAP Easy Access screen and choose HumanResources -> Personnel Management -> Administration -> HR Master Data.

2. Choose Maintain.

3. Choose System -> Status .Point out where to locate the transaction code, which is PA30.

Unit 2: Navigation


44. Return to the SAP Easy Access screen.

5. Enter PA30 in the Command field.6. Press Enter.

The Maintain HR Master Data screen is displayed.

Help Features

Point out that the Help menu is available on the menu bar of every screen.

The SAP system provides comprehensive online help, which is available from any screen in the system.

The help menu contains the following options:

Application help Application help displays comprehensive help for the application currently opened on your screen.

SAP Library SAP Library contains online documentation.

Glossary You can search for definitions of terms in the glossary.

Release notes Release notes describe functional changes that occur between SAP system releases.

SAP Service Marketplace

A user ID and a password are required to access the SAP Service Marketplace.

Create Support Message

With support messages, you can directly contact the responsible solution manager support unit from your SAP system.

Settings You can select settings for help (for example, how you would like F1 and F4 help to be displayed).

Figure 18: Getting Help



Field HelpF1 is used to find help on fields, menus, functions, and messages. F1 help also provides technical information on the relevant field (for example, the parameter ID and the technical name of the field).

Figure 19: Field Help: F1

F4 HelpF4 is used to find information on the possible values that can be entered in the field. You can access F4 help for a selected field by choosing the button immediately to the right of that field, or by selecting the F4 key.

Figure 20: Field Help: F4

How to Find Field-Level HelpHow to find the field-level help (F1 and F4).

11. Access the Customer Master Display transaction. From the SAP Easy Access screen, choose Accounting -> Financial Accounting -> Accounts Receivable -> Master Records -> Display .

Unit 2: Navigation


22. Place the cursor on the Customer field and select F1.

3. Choose Technical info.Point out the technical information available for that particular field.

4. Close the F1 help again, make sure that the cursor is placed on the Customer field, and select F4. Select the Customers (by company code) tab. Enter Company code 1000 and Name Customer*. Choose Start search .Demonstrate the use of the search functionality, how to sort the list, and how to reduce the entries (by specifying more detailed search terms).



Unit 2Exercise 2

Create Favorites

Business ExampleYou have specific transactions, files, and Web sites that you use frequently. To facilitate access, you must create entries in your Favorites folder.

Create Favorite TransactionsCreate a variety of favorite transactions that will appear in the Favorites menu on your SAP Easy Access screen.

11. Create a favorite for the transaction to post an incoming payment in accounts receivable. This is transaction code F-28.

2. Create a favorite for the transaction to display a customer (centrally) in Sales and Distribution. This is transaction code XD03.

3. Create a favorite for the transaction to maintain master data in human resources. This is transaction code PA30.


Unit 2Solution 2

Create Favorites

Business ExampleYou have specific transactions, files, and Web sites that you use frequently. To facilitate access, you must create entries in your Favorites folder.

Create Favorite TransactionsCreate a variety of favorite transactions that will appear in the Favorites menu on your SAP Easy Access screen.

11. Create a favorite for the transaction to post an incoming payment in accounts receivable. This is transaction code F-28.a) From the SAP Easy Access screen, choose Accounting -> Financial Accounting ->

Accounts Receivable -> Document Entry .

b) Choose Incoming Payments .

Caution:Do not double-click Incoming Payment. You want to highlight the menu item, not initiate the transaction.

This menu path is at the top of your window. You can also choose Add to Favorites .

c) Choose Favorites -> Add .

2. Create a favorite for the transaction to display a customer (centrally) in Sales and Distribution. This is transaction code XD03.a) From the SAP Easy Access screen, choose Logistics -> Sales and Distribution -> Master

Data -> Business Partners -> Customer -> Display .

b) Choose Complete .

Caution:Do not double-click Complete. You want to highlight the menu item, not initiate the transaction.


Hint:This menu path is at the top of your window. You can also choose Add to Favorites .


33. Create a favorite for the transaction to maintain master data in human resources. This is transaction code PA30.a) From the SAP Easy Access screen, choose Human Resources -> Personnel

Management -> Administration -> HR Master Data .

b) Choose Maintain .

Caution:Do not double-click Maintain. You want to highlight the menu item, not initiate the transaction.



Unit 2Exercise 3

Personalize Your User Interface

You are a new user of the SAP system and would like to personalize your user interface to facilitate navigation. For this reason, you must make adjustments to the local layout of your screen.

11. You would like system and error messages to appear in a dialog box instead of on the status bar.

2. Change the display of the date and currency format.


Unit 2Solution 3

Personalize Your User Interface

You are a new user of the SAP system and would like to personalize your user interface to facilitate navigation. For this reason, you must make adjustments to the local layout of your screen.

11. You would like system and error messages to appear in a dialog box instead of on the status bar.a) From the SAP Easy Access screen, navigate to the standard toolbar and choose

Customize Local Layout .

b) Choose Options

c) Choose Interaction Design

d) Choose Notifications

e) In the Messages area of the screen, select:

Show success messages in a dialog box

Show warning messages in a dialog box

Show error messages in a dialog box

f) Choose Apply .

g) Choose OK .

2. Change the display of the date and currency format.a) From the SAP Easy Access screen, navigate to the main menu bar and choose System -

> User profile -> Own data .The Maintain User Profile screen opens in a new window.

b) Choose the Defaults tab.

c) Change the decimal notation and date to the format of your choice.

d) Choose Save .


Unit 2Exercise 4

Use Navigation Options

Execute Transaction CodesYou are new to SAP and need to familiarize yourself with transaction codes. For this reason, you execute a few transaction codes using the command field.

11. Execute the transaction codes in the table and record each activity in the space provided. Do not return to the SAP Easy Access screen after viewing each transaction code.

Hint:If you log out, please log back on to the system.

Entry in the Command Field Result

su3sm04/nsm04/nend

Navigate to Find Transaction codesYou are new to SAP and would like to familiarize yourself with transaction codes using the folders in the SAP Easy Access screen. To do this, you navigate the folders in the SAP Easy Access screen to find transaction codes.

1. Display a list of users who are logged on to the system.

2. Display the transaction code for this transaction using the System status menu.

3. Return to the SAP Easy Access screen and use the transaction code to initiate the transaction to display the user overview, which provides a list of users who are logged on to the system.


Unit 2Solution 4

Use Navigation Options

Execute Transaction CodesYou are new to SAP and need to familiarize yourself with transaction codes. For this reason, you execute a few transaction codes using the command field.

11. Execute the transaction codes in the table and record each activity in the space provided. Do not return to the SAP Easy Access screen after viewing each transaction code.

Hint:If you log out, please log back on to the system.


su3sm04/nsm04/nend

a) From the SAP Easy Access screen, enter transaction code su3 in the command field and choose nter.

b) Record the name of the transaction in the result section of the table below.

c) From the screen displayed using transaction code su3, enter SM04 in the command field and record the result.

d) From the screen displayed using transaction code sm04 , enter /nsm04 and record the result.

e) From the screen displayed using transaction code /nsm04, enter /nend and record the result.


su3 Initiates the screen for maintaining your own user settings.

sm04 Does not initiate a transaction. A transaction can only be started directly from the SAP Easy Access screen, unless you use a prefix.


EEntry in the Command Field Result

/nsm04 Initiates the user overview successfully. /n first ends the active transaction and then initiates the specified transaction.

/nend A logoff confirmation dialog box appears. You can now exit the system.

Navigate to Find Transaction codesYou are new to SAP and would like to familiarize yourself with transaction codes using the folders in the SAP Easy Access screen. To do this, you navigate the folders in the SAP Easy Access screen to find transaction codes.

1. Display a list of users who are logged on to the system.a) From the SAP Easy Access screen, choose Tools -> Administration -> Monitor ->

System Monitoring -> User Overview .

2. Display the transaction code for this transaction using the System status menu.a) Double-click User Overview.

b) Choose System -> Status.

c) Locate the transaction code, which is SM04.

3. Return to the SAP Easy Access screen and use the transaction code to initiate the transaction to display the user overview, which provides a list of users who are logged on to the system.a) Close the System Status dialog box by choosing Cancel .

b) Exit out of the User List by choosing Back .

c) Enter sm04 in the command field.d) Choose Enter .

e) Choose Exit to exit the screen and return to the SAP Easy Access menu.






Unit 2: Navigation


Unit 2

41Learning Assessment

1. Which of the following are required to log on to the SAP system?Choose the correct answers.

X AA Enter a specific client number

X B Enter your user ID

X C Enter your password

X D Customize your settings

X E Set your language preference

2. You can only have one SAP system session open at a time.Determine whether this statement is true or false.

X True

X False

3. What menus are standard on all SAP screens?Choose the correct answers.

X A System

X B Help

X C Information

X D Environment

4. Which of the following provides general information on the SAP system and transaction or task on which you are working?Choose the correct answer.

X A Status bar

X B Menu path

X C Role bar

X D Application toolbar


5. In the SAP Easy Access menu, you can create a favorites list containing:Choose the correct answers.

X AA Web addresses

X B Transactions

X C Links to files

X D Language preferences

X E Attachments

6. Select all of the following entries that are valid in the command field. If you are uncertain, try them on the system before you select the correct answers.Choose the correct answers.

X A /nend

X B /nex

X C ?sm04

X D /nsm04

X E sm04

7. You have navigated to a transaction you have never used before and would like to learn more about the transaction before completing it. Which of the following forms of help would most efficiently provide the information you are looking for?Choose the correct answers.

X A F1

X B F4

X C Application help

X D SAP Library

X E Glossary

X F Release notes

8. List and describe three different types of online help that are available in the SAP system.

Unit 2: Learning Assessment


9. You would like to preset a value for a field that you have to enter frequently. To do this, you need the parameter ID. Which help function would you use to locate the parameter ID when you are on the field?Choose the correct answers.

X AA F1

X B F4

X C System help

X D F11

X E Application help

10. Application help, which is available through the Help menu, is context-sensitive. This means that it will link you directly to the help for whatever application area of the system you are currently working in.Determine whether this statement is true or false.

X True

X False

Unit 2: Learning Assessment


Unit 2

44Learning Assessment- Answers

1. Which of the following are required to log on to the SAP system?Choose the correct answers.

X AA Enter a specific client number

X B Enter your user ID

X C Enter your password

X D Customize your settings

X E Set your language preference

That is correct. You do not customize your settings or set the language preference until you are already logged on to the SAP system.

2. You can only have one SAP system session open at a time.Determine whether this statement is true or false.

X True

X False

That is correct. You can create up to 16 sessions. Each session is independent of the others.

3. What menus are standard on all SAP screens?Choose the correct answers.

X A System

X B Help

X C Information

X D Environment

That is correct. The System menu contains functions that affect the system as a whole, such as Create session, User profile, and Log off. The Help menu provides various forms of online help.


4. Which of the following provides general information on the SAP system and transaction or task on which you are working?Choose the correct answer.

X AA Status bar

X B Menu path

X C Role bar

X D Application toolbar

That is correct. The status bar contains information on system messages, as well as system information such as client, user, transaction codes, and response time.

5. In the SAP Easy Access menu, you can create a favorites list containing:Choose the correct answers.

X A Web addresses

X B Transactions

X C Links to files

X D Language preferences

X E Attachments

That is correct. Favorites can consist of Web links, standard and customer transaction codes, and links to other files such as Microsoft Word documents or PowerPoint files.

6. Select all of the following entries that are valid in the command field. If you are uncertain, try them on the system before you select the correct answers.Choose the correct answers.

X A /nend

X B /nex

X C ?sm04

X D /nsm04

X E sm04

You can enter any valid transaction code directly on the SAP Easy Access screen. If you are in another screen,you need to enter /n in front of the transaction code for the transaction code to work. /nend and /nex are two different logoff options. ?sm04 is not a valid entry.

Unit 2: Learning Assessment- Answers


7. You have navigated to a transaction you have never used before and would like to learn more about the transaction before completing it. Which of the following forms of help would most efficiently provide the information you are looking for?Choose the correct answers.

X AA F1

X B F4

X C Application help

X D SAP Library

X E Glossary

X F Release notes

Although you could locate the information in the SAP Library, the most efficient method is the application help because it is context-sensitive.Here you will find comprehensive information about the application.

8. List and describe three different types of online help that are available in the SAP system.

9. You would like to preset a value for a field that you have to enter frequently. To do this, you need the parameter ID. Which help function would you use to locate the parameter ID when you are on the field?Choose the correct answers.

X A F1

X B F4

X C System help

X D F11

X E Application help

F1 provides help on the purpose of a specific field, and also provides technical information for the field. Here you will find the parameter ID for the field in question.



10. Application help, which is available through the Help menu, is context-sensitive. This means that it will link you directly to the help for whatever application area of the system you are currently working in.Determine whether this statement is true or false.

X True

X False



UNIT 3 System Wide Concepts

Lesson 1

Identifying Elements of SAP's Organizational Structure 56Exercise 1: Display a Customer Master Record 62

UNIT OBJECTIVES

Identify the elements of SAP's system-wide concepts


Unit 3Lesson 1

50Identifying Elements of SAP's Organizational Structure

LESSON OVERVIEWThis lesson explains the system-wide concepts on which the SAP system is based.

Business ExampleYou are part of the implementation team and must be able to define and explain the system-wide concepts on which your organizational structure and master data will be based. For this reason you require the following knowledge:

A good understanding of how organizational elements are used to depict an organizational structure

A good understanding of how master data is set up and made available to users

A basic understanding of transactions that execute business processes


Identify the elements of SAP's system-wide concepts

Organizational Elements

Explain that the focus of this lesson is to develop an understanding of the system-wide concepts of the SAP System. These concepts, organizational elements, master data, and transactions, are the basic elements designed and utilized to represent a companys enterprise structure and business processes within the SAP System. Emphasize that these are common threads across all SAP applications.

Other SAP Business Suite components are also based on these principles, but there the concepts often look different in the details. For example in SAP SCM some of the organizational units play a different role (they are more on the same level as customers and suppliers for planning purposes) and sometimes terms change (like from material to products).

The exercises re-enforce the ideas of master data and organizational elements. Students should understand that master data and organizational element ideas extend to all areas of the ERP system

One of the first steps in implementing SAP applications is to define the specific organizational structures of your company in the SAP system. Organizational units are provided for accounting, logistics, and human capital management functions. The first step is to analyze the structures and procedures in your company, and then assign them to the SAP structures.

Organizational elements include the following:


CClient: The client is the highest-level element of all organizational elements. It represents the enterprise/headquarters group.

Company code: The company code is a legal, independent accounting unit representing the central organizational element of financial accounting. The company code represents the tax law (national) view of the company, the fiscal calendar, the local currency, and the tax reporting requirements.

Plant: The plant is the central organizational unit of production. A plant can manufacture product, distribute product, or provide a service.

Storage location: The storage location differentiates material stock within one plant according to the storage location.

Sales organization: The sales organization is the central organizational element in sales order management. It controls the terms of sale to the customer.

Distributionchannel:

Distribution channels are used to define how different products reach consumers, for example, wholesale.

Organizational unit: Organizational units describe the various business units that exist in a company. Organizational units are often loosely defined as functional or regional departments.

Position: Positions are the individual employee assignments within your company.

The figure shows typical SAP enterprise terminology for organizational elements. Emphasize that organizational elements are used to represent a companys enterprise structure within SAP either for legal and/or business-related purposes. Highlight this by using some of the examples noted on the figure. Point out that organizational elements may be used by all applications (client), multiple applications (plant), or a single application (sales organization). Explain we are showing a simple structure and that there are other organizational elements. This section is important to provide participants with an overview of IDES, our demo company.. IDES AG operates on a global level with global business partners. The participants need to be made aware that the different solutions overlap. You can find information about IDES in the SAP Corporate Portal under "/go/IDES". The sample of IDES is available for customers as well.

IDES is a demo system developed and used by SAP. IDES is an international company that is dependent upon collaborations with external business partners. IDES operates worldwide and has a number of subsidiaries.

Lesson: Identifying Elements of SAP's Organizational Structure


Figure 21: Organizational Structure: Terminology

Master Data Concepts

Since this is the only unit where master data will be discussed take your time explaining the concept.In this lesson, the participants will have an opportunity to display several types of master data.

Be aware that the concepts here are ERP focused. They change when additional Business Suite applications are added.

In SAP, master data is created centrally and is available to all applications and all authorized users. Storing master data centrally means data records are always consistent, up to date, and free of redundancy. Master data is organized into views that are assigned to organizational elements (for example, plant, organizational unit, and so on). The segmented structure of master records makes it possible to flexibly depict the various organizational structures of an operation.

When the corresponding data (such as information on customers or materials) is integrated in one single database object, data redundancy is no longer an issue and data integrity is enhanced. All areas use the same stored data, including sales, purchasing, inventory management, materials planning, invoice verification, finance, and human resources.

Customer Master

Explain to participants that the customer master contains key information that defines the business relationship between a company and its customer, for example ship-to information, delivery requirements, billing terms and payment terms. Point out that the information in the customer master is organized into three views with each located at a different organizational level: General Data (Client), Financial Accounting Data (Company Code), and Sales Data (Sales Area).

This is of course still the old SD customer master. We do not use Business Partners in this unit nor in this course.

Unit 3: System Wide Concepts


A customer master record contains key information that defines the business relationship between a company and the customer. Company code data controls the posting procedure and subsequent processing, such as payments. Sales organization data provides information on customers to support the execution of business processes such as entering sales orders, shipping, billing, and processing payments.

The structure of customer master records includes the following information:

GGeneral data: This data is relevant to every company code and every sales organization in a company.

Data for company codes:

This data reflects company-specific agreements with the customer.

Data for sales: This data has different characteristics for a companys sales organizations and channels.

The layout of customer master records may also include special requirements.

Figure 22: Master Data: Customer Master

How to Display a Customer Master Record

1. From the SAP Easy Access screen, choose Logistics -> Sales and Distribution -> MasterData -> Business partners -> Customer -> Display -> XD03 Complete .

2. Display the details of the customer master record of customer RohrerXX for company code 1000 and sales area 1000/10/00.

3. The required steps are detailed in the Display a Customer Master exercise.

4. Complete a brief review of the structure of the customer master record. Highlight the different views and content of the master data and the sales and finance integration.

Material Master

This figure introduces a second important type of master data: material master. The figure highlights how the data in the material master is grouped into views that are organized by business function. The figure also shows the type of information maintained in the material master. Note: the majority of the views in a material master are at plant level.



The material master contains all of the key information a company needs to manage a material within its organization. The material master defines, among other things, how a product is sold, manufactured, purchased, inventoried, accounted, and calculated. The information in the material master is grouped into views that are organized by business function.

Figure 23: Master Data: Material Master

Transactions

Review the terminology for transactions(executing business processes) and documents (data record of a specific transaction). An example transaction is a create sales quote and the resulting document is a sales quote. Emphasize how organizational and master data are integrated during transaction processing. Explain that whenever possible, master data is copied during transaction processing thus avoiding re-entry of data.

Transactions are application programs that execute business processes in the SAP system. Whenever possible, master data is copied during transaction processing, thus avoiding re-entry of data. For example, when executing the transaction create sales order, the user must enter the customer master number. The customer master number is copied into all of the relevant customer information areas. Once the material master numbers are entered for the items being ordered, the relevant material data will be copied to the sales order.When performing each transaction, applicable organizational elements must be entered. For example, by specifying the sales organization, the appropriate sales group is given credit for the sales activity. The designation of the plant and storage location determines product sourcing.

Unit 3: System Wide Concepts


Figure 24: Transactions

Whenever a transaction is executed in the system, a document is created. This document is a data record of the transaction and contains all of the relevant, predefined information from the master data and organizational elements.



Unit 3Exercise 1

Display a Customer Master Record

Business ExampleYour are a customer service administrator and are responsible for the maintenance of customer information. For this reason, you must access customer master records and ensure their accuracy.

Display a Customer Master RecordNavigate to a customer master record and take note of information related to the organizational areas of general data, sales, and company code.

The exercises within the System-wide concepts unit use the Procurement area as an example to re-enforce the ideas of master data and organizational elements. Remind students that master data and organizational element ideas extend to all areas of the ERP system

11. Using the information provided in the table, display the customer master record.

Hint:Remember, ## refers to the group number assigned by your instructor.

Field Data

Customer Rohrer##(Rohrer AG Gr.##)

Company Code 1000(IDES AG)

Sales Organization 1000(Germany Frankfurt)

Distribution Channel 10(Final Customer Sales)

Division 00(Cross-division)

2. Locate and record the following general data.

Field Data

Street/House number

City


FField Data

Search Term

3. Locate the following company code data.

Hint:Choose the Company Code Data icon from the application toolbar.

Field Data

Recon.account

Hint:The Reconciliation Account in the general ledger is the account that is updated parallel to the subledger account for normal postings (for example, invoice or payment).

4. Locate the following sales area data.

Hint:Choose the Sales Area Data icon from the application toolbar.

Field Data

Shipping conditions

Terms of payment


Unit 3Solution 1

Display a Customer Master Record

Business ExampleYour are a customer service administrator and are responsible for the maintenance of customer information. For this reason, you must access customer master records and ensure their accuracy.

Display a Customer Master RecordNavigate to a customer master record and take note of information related to the organizational areas of general data, sales, and company code.

The exercises within the System-wide concepts unit use the Procurement area as an example to re-enforce the ideas of master data and organizational elements. Remind students that master data and organizational element ideas extend to all areas of the ERP system

11. Using the information provided in the table, display the customer master record.

Hint:Remember, ## refers to the group number assigned by your instructor.

Field Data

Customer Rohrer##(Rohrer AG Gr.##)

Company Code 1000(IDES AG)

Sales Organization 1000(Germany Frankfurt)

Distribution Channel 10(Final Customer Sales)

Division 00(Cross-division)

a) From the SAP Easy Access screen, choose Logistics -> Sales and Distribution -> MasterData -> Business Partners -> Customer -> Display .

b) Double-click Complete .

c) Enter Customer: Rohrer##.


dd) Enter Company Code: 1000.e) Enter Sales Organization: 1000.f) Enter Distribution Channel: 10.g) Enter Division: 00.h) Choose Enter .

2. Locate and record the following general data.

Field Data

Street/House number

City

Search Term

a) Choose the Address tab.

b) Record the Street name in the table provided above: Waldstra