SAP FINANCE SYSTEM

SAP BUDGET MANUAL

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SAP-FI NAVIGATION
SAP Logon... 1-1 How to Change Password 1-4 Menu Bar/Tool Bar.. 1-6 Standard Tool Bar 1-7 o Buttons/Function...... 1-8

How to Turn On Technical Names.. 1-9 How to Change System Display.. 1-10 How to Change System Settings.. 1-11 o Printer Setup.1-11 o Decimal Notation. 1-12 o Date Format..1-13

How to Expand the Menu Path.... 1-14 How to Enter a Transaction Code 1-16 Creating a Favorite... 1-18 o Customizing Your Favorites 1-20 o Creating Your Own Subfolders Under Favorites.1-21

Navigation Symbols. 1-22 Creating a New Session1-25 Status Bar. 1-26 Determining the Current Transaction Code. 1-27 Field Entry Searches 1-28 Required Input Fields... 1-29 Tabs.. 1-30 Switching Screens Quickly.. 1-30 Aborting a transaction . 1-32 How to Log Off.... 1-33

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SAP LOGON
You should have the following icon on your desktop. If you do not have it, you should contact Information Technology desktop support to load the SAP GUI on your computer.

Double click on the above icon

Clicking on the SAP icon, will cause the following pop-up window to appear:

CAUTION: NEVER click on the Delete Item button. You will delete whatever is highlighted under the Description column!

Note: You can see four items on the above screen: SAP Production (SSHE-PRD), BW Production (SSHEPB1), BW Training Server (SSHE-TB1) and SAP Training Serving (SSHE-TRN)

Click on Log On

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The following window will appear:

Click in the User field to add your user name. Username will be 60, first initial and last name (ex: 60jmariacher) Click in the Password field to type your password. Note: The asterisks will remain in view. You do not need to delete them, just enter your password over them.

IMPORTANT INFORMATION: Each person has an individual logon and password. You will set your own password. Passwords must be a minimum of 7 characters. Passwords cannot begin with the first 3 digits of your logon ID (example: User ID = 60jmariacher, password cannot begin with 60j.) You will be alerted to change your password every 30 days. When changing your password, you cannot use the last 5 passwords that were used.

Click on the green check mark

or press enter.

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This will take you to the following screen, which is the first SAP window from where you can navigate to the various SAP transactions:

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HOW TO CHANGE YOUR PASSWORD

Once logged in, navigate to Own Data, by clicking System User Profile Own Data as shown below:

Click on Password, which is circled below

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The following dialog box will appear, and once you type your current password in at the yellow box, you can change it by entering it as your New Password as well as confirming it in your Repeat Password.

You will get a note in the status bar and possibly in a dialog box as well on your screen to let you know your password has been changed correctly.

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MENU BAR/TOOL BAR

The Menu Bar contains menu paths available for navigation from the current screen. The menu options vary according to screen or task. On the following screen, the available options include: Menu Edit Favorites Extras System Help To navigate a menu path, click on the desired option on the Menu Bar in order to view more menu options for that module area.

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STANDARD TOOLBAR
The standard toolbar, located just below the menu bar, contains buttons/icons for performing common actions such as Save, Enter, Back, Exit, Cancel, etc. The toolbar also contains the Command field (see white rectangular box in red circle below) where transaction codes can be entered.

If you are in a particular transaction and want to proceed to the next transaction without going back to the main menu, you can enter /n followed by the transaction code in the command field, then click . The functions that can be performed with the toolbar will be dependent upon where you are in a particular transaction. For example, notice in the toolbar below that the Save icon is grayed out; you would not be able to Save in this instance. Other buttons may be grayed out at any given time depending on where you are in a particular transaction (i.e., what screen you are on). A table summarizing the function of each button of the standard toolbar is presented on the next page. In addition, these buttons/icons are explained in further detail later.

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Standard Toolbar (Buttons/Functions)

Button Name Enter Function Confirms the data you have selected or entered on the screen. Same function as the Enter key. Does not save your work. Allows you to enter commands, such as transaction codes.

Command field Save Back

Saves your work. Same function as Save in the Edit menu. Returns you to the previous screen without saving your data. If there are required fields on the screen, these fields must be completed first. Exits the current function without saving. Returns you to the initial screen or main menu screen. Exits the current task without saving. Same function as Cancel in the Edit menu. Prints data from the current screen. Searches for data required in the current screen. Performs an extended search for data required in the current screen. Scrolls to the first page. Same function as the CTRL + Page Up keys. Scrolls to the previous page. Same function as the Page Up key.

Exit

Cancel

Print Find Find next

First page

Previous page Next page Last page

Scrolls to the next page. Same function as the Page Down key. Scrolls to the last page. Same function as the CTRL + Page Up key. Creates a new SAP session. Same function as Create session in the System menu. (Tip: maximum 7 sessions can be open at one time) Allows you to create a desktop shortcut to any SAP report, transaction, or task if you are working with a Windows 32-bit operating system. Provides help on the field where the cursor is positioned. Allows you to customize the display options.

Create session

Create shortcut

F1 Help Layout menu

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HOW TO TURN ON TECHNICAL NAMES

When working in the SAP system, it is useful to display the technical names of the transactions. The technical names are used for quick entry by entering the name in the command field. In order to display the technical names, you will need to access the Extras option of the Menu Bar.

You should then choose settings options. You must make sure the Display Technical Names box is checked.

In addition, at this point you can also opt to turn off the display screen (whirlpool).

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HOW TO CHANGE SYSTEM DISPLAY

When working in the SAP system, you can choose to change the system color.

Click on Customize Local Layout icon select Set Color to System

Make a color selection and click on OK

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HOW TO CHANGE SYSTEM SETTINGS

Printer Setup Before printing a SAP report you need to change your SAP settings

Click on System User Profile Own Data

The Maintain User Profile will be displayed. Click on the defaults tab.

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In the Spool Control Section, enter locl as the output device. Make sure you check Output Immediately.

To change the decimal notation click on the Decimal Notation drop down list and choose the second option for USA currency format.

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To change the date format click on the Date Format drop down list and choose the first option MM/DD/YYYY.

Click the Save icon to save the settings

NOTE: You will only need to complete this procedure one time.

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HOW TO EXPAND THE SAP USER FAVORITES FOLDER FOR GO-LIVE MENU PATH
When you logon to the SAP system, you will only be able to see a few choices, as shown on the screen below. In order to reach a specific transaction, such as parking a budget transfer or processing a budget status report, you will need to drill down to the lowest level. Expanding the menu path one level is achieved by clicking once on a right-pointing arrow. On the following screen SAP User Favorites Folder for go-live has been highlighted because that is the area where the menu path must be expanded in order to reach the park budget transfer entry screen.

Click on the arrow next to SAP User Favorites Folder for go-live

The following window shows the screen that will be displayed after expanding the menu path two levels (by clicking on the right pointing arrow twice), when starting from SAP User Favorites Folder for go-live:

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Each transaction can have multiple levels. The lowest level is indicated by the symbol shown below:

Expand the menu path further; by clicking on each down arrow until you reach the lowest level (highlighted by the red circle).

The lowest level in this case is ZBUDSTAT_NOCF Budget Status NoCfrwd to Next Yr, highlighted below.

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HOW TO ENTER A TRANSACTION CODE

A transaction code is a faster way that can be used to reach a transaction screen without using a menu path. It is typically a four digit, alphanumeric value that identifies a transaction, such as ZBUDSTAT_ NOCF, which is used for running budget reports. On the following screen, the Command Field has been circled in red. This is the place where you can enter the transaction code:

Enter ZBUDSTAT_NOCF (which is the transaction code), as shown below:

TIP: If you are already in a particular transaction and want to proceed to the next transaction without going back to the main menu, you can enter /n followed by the subsequent transaction code in the command field, then click .

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Click on the green check mark (highlighted by the smaller red circle) or press enter. This will lead you to the Selection: Budget Status screen, which corresponds to the ZBUDSTAT_NOCF transaction code, as shown below:

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CREATING A FAVORITE
You have now seen how to drill down to get to a transaction screen. You would not want to go through all those steps each time you needed a transaction. You have also seen how to get to a transaction by entering the transaction code. Who can remember all the technical names for each transaction? Lets take a look at creating a favorite! A favorite is just like a bookmark in a Browser, which enables you to reach a transaction without using a menu path or typing in a transaction code. You can add multiple, frequently used, transactions to your list of favorites so that you can reach your destination quickly without having to remember either the menu path or the transaction code. The Budget Office has created a favorite menu for you based on the most commonly used transactions. Should you need to create your own, follow the following steps: To add a favorite: Find a transaction code that is used frequently, such as FR69 Park Budget Transfer Entry. On the following screen, the Favorites folder has been highlighted. To add a transaction code to the list of favorites, complete the following:

Right Click on the Favorites folder Click on Insert Transaction

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Type in the transaction code that you would like to be added as below for the example of adding the Park Budget Entry transaction:

It will appear under the Favorites folder as shown below:

There are several other methods for creating favorites: Click on the transaction code. Hold down your left mouse button and drag it to the Favorites folder and drop it there. Use the icon for creating

favorites Right mouse click on the transaction code. Choose Add to Favorites.

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Customizing Your Favorites

You can change the name of a Favorite by right mouse clicking on it.

Choose the function Change Favorite.

Revise the line to read how you would like the favorite to appear.

Click the green check mark

. It will appear with new name as shown below.

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Creating Your Own Subfolders under Favorites

You can create folders to organize your Favorites. To create a subfolder:

Right mouse click on the folder called Favorites. Choose Insert folder.

Rename the folder as shown below. Click the green check mark

Create your favorites then drag and drop into your new subfolder

It will appear in your new folder as the example shows below:

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NAVIGATION SYMBOLS
The navigation options in the SAP System are intended to give the user as much freedom as possible when moving between screens and tasks. To support this, a number of standard functions (such as Back, Exit, and Cancel) are offered. Note that the green check mark and colored arrows are on the following screen (Green, Yellow and Red). Their functionality is explained in this section.

The following screen shot is a blown up version of the Standard Toolbar shown above.

The functionality of each of these icons is explained on the following page:

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Green Check Mark

This icon is used as the ENTER key that allows you to continue to the next step. It is used when you require the system to validate your field entries and then move to the next function, or screen, in a system task. This key does NOT save the information that you enter. For that, you will have to use the SAVE icon.

Green Arrow

This icon is used as the BACK key. It is typically used to go back to the previous screen or menu level.

Yellow Arrow

This icon is used as the EXIT key. It is used when you want to exit the current menu level or system task without saving the data.

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Red X

This icon is used as the CANCEL key. It is used when you want to cancel the data you entered in the current system task.

Save

This icon is used as the SAVE key. It is used to save data or save changes to data in a system task.

Print

This icon is used as the PRINT key.

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Creating a New Session

You can work with multiple sessions of SAP. A session is equivalent to a window. What this feature allows is to have two, or more, windows open at the same time. For example, you can use one window to work on the transaction Create an invoice. Simultaneously, you can use the other window to go to another transaction to check the address of the vendor, without closing the first window. The following screen highlights the icon that is used to create a new session:

To create a new window: Click on the icon highlighted by the red circle on the above screen This will create a new window. You can switch between the two windows, the old and the new, by: Pressing the ALT key (and keep holding it down) Hitting the TAB key to move to the other window(s) TIP: Maximum of seven sessions can be opened at one time

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Status Bar
The Status Bar is located at the bottom of the SAP screen. It displays important system messages, such as errors and completion of transactions, as well as other session information. The following screen shows the message generated by system after a parked entry is completed.

The circle above shows the user that the document has been parked and shows the document number which is helpful to keep for your records.

Located on the Right side of the status bar is a white arrow.

To show more information, click on arrow the information on the left of the notebook paper symbol can be changed by using a left click on the symbol. Choose which information you would like displayed.

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Choose the information you would like to view (for example, the transaction code) and the result will appear after clicking on it.

Determining the Current Transactions Code

If you want to find out the transaction code for the transaction that you are currently working on, as well as some other details, navigate as shown on the following screen, going to System then Status:

This will lead you to the following window showing the transaction code:

Click on the green check mark on bottom left of dialog box to return to the previous transaction.

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Field Entry Searches

When entering data, you will at times need to conduct a search to determine the appropriate data to enter in a field. There are a few ways that this can be accomplished. Navigate to the ZBUDSTAT_NOCF the Budget Report. In the example below, a Funds center is required. If you do not know the number, a search facility is available for this field. When your cursor is in the field, the search button will appear immediately to the right when available. See the red circle below.

After clicking the search button (or pressing F4), a pop-up window similar to the example below, will be displayed. This window provides options for conducting your search. Often, there are several tabs available, which give different search options. Note: The three buttons in the upper right corner. The left arrow will bring the previous tab to the front, the right arrow brings the next tab to the front, and the selections list displays a listing of all available tabs (shown to the left) and allows you to choose which to bring forward.

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Once you have chosen the tab that corresponds to your desired search method, enter data in the fields to limit your search. You may complete all, some, or none of the fields. If no fields have been completed, the entire list of possible selections will be returned. In the example below, we are looking for the budget office.

Click the green check mark to execute the search. To cancel and close the popup window click the blue X in the upper right hand corner of the dialog box.

TIP:

When searching for information, use an asterisk (*) to find all information which contains the entered data. For example, above we want to find all cost centers which begin with 6011411 this narrows a search down.

Options will appear listed in a dialog box that you can choose from as below:

When the desired item is located, either double click or highlight and click on green check mark. To exit, click the blue X in upper right corner of dialog box.

Required Input Fields

When you work in the SAP System, you will sometimes encounter input fields containing a check mark icon. These are required input fields. An example is shown below:

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If the screen you are working in contains any required input fields, you must enter data in these input fields before you can proceed to the next screen or tab (if the screen is using tabs). If you have not completed all the required input fields on a screen, the SAP System displays an error message in the status bar.

Generally, if a screen has no required input fields, you can go to the next screen or tab without entering data in any fields.

Tabs
Tabs enable you to enter, display, and alternate between multiple screens. In transactions containing multiple screens, they provide a clearer overview. In addition, tabs enable you to proceed from one tab page to the next without having completed all the data. To access a tab page, select the corresponding tab header. In some cases, you must complete all required input fields on a tab page before you can move on to the next page.

Switching Screens Quickly

If you are finished with a transaction and need to go to another transaction, you can avoid backing out to the main menu by using a shortcut. While in a transaction, type/n plus the transaction code in the command field. Press Enter or click the green check mark icon.

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You will be taken directly to the new transaction. Your screen should look like the below.

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Aborting a Transaction
If you have entered a transaction and it seems to be taking longer than it should to return results or if you realize you forgot to enter a particular data element, you can abort the transaction. Click on the blue icon in the upper left hand corner of the screen and choose stop transaction as shown below.

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HOW TO LOGOFF

Click on System - Logoff

This will display the following menu:

OR

Click on Yellow Arrow

OR

Click on X

to close window

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