Chapter 01: General Notes, Cautions,

and Assignment Deliverables

GBI Configuration Advanced

PRODUCT MOTIVATION ACKNOWLEDGEMENT

SAP S/4HANA 2020 In this exercise, you will do the These are advanced versions of
following: the GBI configuration exercises
REVISED initially developed by Simha R.
2023-07-15 1. Learn how to efficiently Magal, Stefan Weidner, and
navigate the exercises Tom Wilder.
FOCUS and about the different
texts and formats. These exercises include
General Notes, Cautions, complex configuration concepts
and Exercise discussed in the book, Business
Deliverables 2. Learn to navigate in SAP Process Configuration with SAP
and learn some useful ERP (Epistemy Press, 2020).
AUTHORS tools to help you during
Simha R. Magal the exercises.
NOTES
Ray Boykin This case study uses the
Bipin Prabhakar 3. Learn how to turn in your Global Bike Incorporated (GBI)
Mary Beth Goodrich assignments. data set, which has exclusively
been created for SAP UA
VERSION global curricula.
1.5
Please remember to use your
TESTED own dataset number when
Date: 2023-07-15 working the exercises; replace
System Version: MGL any ### symbols with the three
digits from your logon ID. (For
example, if your logon ID is
Learn-999, you would use 999
whenever you see ### in the
text.)

PREREQUISITES
You should be familiar with:
1. Navigation in SAP S/4HANA
2. Executing a Financial Accounting process in SAP S/4HANA

© 2022 Epistemy Press, LLC.

Screenshots © 2023, SAP SE
 Table of Contents

Contents
Important Assignment Instruction’s ..................................................................................... 3
How to Log On ...................................................................................................................... 5
Where Do I Start? ................................................................................................................. 6
Navigation Path..................................................................................................................... 7
What is in a transaction? .................................................................................................... 11
Finding Transaction Codes .................................................................................................. 13
Viewing Help Guides ........................................................................................................... 19
The Search Tool .................................................................................................................. 20
SAP Search Menu .............................................................................................................. 23
Display/Change ................................................................................................................. 24
System Message Types ..................................................................................................... 25
Repeating Fields ................................................................................................................ 29
Pop-Ups............................................................................................................................. 31
Miscellaneous Reminders ................................................................................................. 32
Logging Off ........................................................................................................................ 33
Exercise Deliverable Instructions ...................................................................................... 34
Exercise Deliverables .................................................................................................................... 36

Chapter 01: General Notes and Cautions Page 2 of 38 © 2023 Epistemy Press, LLC.
 Important Assignment Instructions

Before You Start

It is strongly recommended you read through the entire exercise you are working on prior to starting
work in the system. READ CAREFULLY! Each step and additional information/instructions were put there
for a reason! This can help avoid a lot of confusion and hours of extra work for yourself. Read through
the exercise to try to understand what you are trying to accomplish from the business perspective, you
need to look at the big picture.

Important Symbols
 An arrow highlights an important instruction that must not be overlooked.
 A pencil prompts you to write down an important piece of information.

Identifiers
You will be assigned a unique Identifier by your professor. This will be ASSIGNED FOR YOUR OWN USE
ONLY! Your Identifier is used to differentiate your company, your products, and your work from other
students.

The ## Symbol
## is the placeholder for your Identifier in the assignments. When you see ## in the text, replace ## with
your Identifier. As an example: if Alec is assigned 99 as an identifier and Alec sees US##, then Alec will
enter US99 into the system.

1: What is your Identifier?


2: If you see GL##, what will you input into the system?

3: What does a red arrow mean?

4: What does a Pencil mean?


 Always work with your own data. You do have access to other students’ companies, and you will
affect another student’s work if you do not use your own company code.

Important Assignment Formats

Please be cautious about other classmates attempting to use your identifier, whether it is on purpose or
not. If you suspect other classmates are using it, inform your professor immediately so corrective action
can be taken.

Tables
In each exercise, you will have input fields that need to be filled. This is information the system needs to
perform what you are requesting it to do. This information will be given to you in the form of tables with
three columns. The first column is called the Attribute column; this column is the name of the field. The
second column is the Description column; this tells you about the Attribute. The final column is the Data
Value column; this column tells you what to enter into the input field in SAP.

Chapter 01: General Notes and Cautions Page 3 of 38 © 2023 Epistemy Press, LLC.
 Attribute Description Data Value

Differences in Font
Text with different fonts will be used in the Data Value column of tables. The different fonts will require
you to do different things. The normal Calibri indicates you enter exactly what is typed out except for
the ## Symbol where you would include your identifier. The italicized Calibri font indicates the data is
looked up, found, or otherwise not to be entered literally as written.
You will learn to search for info later in this exercise

Attribute Description Data Value

Calibri Font that tells you to enter what is written. Calibri
Calibri Font that tells you the data that needs to be looked up. Calibri

Using the table below answer the following questions

Attribute Description Data Value

Company Code An organizational unit within financial accounting. US##
Company Name Name of Company Code or Company ## Global Bike Inc.
City City name in an address. Dallas
Country The country key contains information which the system US
uses to check entries such as length of the postal code or
bank account number.

5: For each row in the table write the value you will type into the system input field. If you must search
for the value, answer the question with “Search for Value”.
a. Row 1: 
b. Row 2: 
c. Row 3: 
d. Row 4: 

Step: 1.2.1: Answer the following questions about Section 1.1

6: What should you do when you see a Red Arrow in your assignments?

7: What should you do when you see a pencil?


Chapter 01: General Notes and Cautions Page 4 of 38 © 2023 Epistemy Press, LLC.
 How to Log On

 Your instructor will provide instructions for logging into the SAP S/4 HANA and the SAP GUI systems.

Chapter 01: General Notes and Cautions Page 5 of 38 © 2023 Epistemy Press, LLC.
 Where Do I Start?

There are two areas of SAP you will use in your assignments. These areas are called the SAP Easy Access
menu, that you’ve already seen, and the SAP Customizing Implementation Guide.

1. Using the “SAP Easy Access” menu:

This is the side of SAP that business professionals use to perform the normal business
functions needed to complete their job. The SAP Easy Access menu appears when you
start a session. These folders contain the transactions you will enter when you test your
system to make sure your configuration was set up correctly.

2. Using the “SAP Customizing Implementation Guide” menu:

The SAP Customizing Implementation Guide is the part of the system used to configure
and maintain the SAP system. This is used by SAP consultants who set up a company’s
system. You will use this part of the system the most since this course is about the
configuration of the SAP system.

In the next section, you will learn about how to navigate the SAP Easy Access Menu and the transaction
menus, and then you will learn about The SAP Customizing Implementation Guide.

8: Who uses the SAP Easy Access Menu?


9: Who uses the SAP Customizing Implementation Guide?


Chapter 01: General Notes and Cautions Page 6 of 38 © 2023 Epistemy Press, LLC.
 Navigation Path

Using the SAP Easy Access Menu:

Opening the folders to get to a transaction is called following the Navigation Path. A navigation path
always ends with a transaction.

10: What does a navigation Path always end with?



When you are going through your assignments, you will be given navigation paths to follow. They will be
in the following format:

Navigation
SAP Menu → Logistics → Sales and Distribution → Sales → Order → Create

Step: 1.5.1: Follow the Navigation path starting from the SAP Easy Access Screen.
 Do not enter the transaction.

 To open the folders, either double click on the folder or click the black dropdown arrow next to the
folder.

Chapter 01: General Notes and Cautions Page 7 of 38 © 2023 Epistemy Press, LLC.
 Now you have all the folders open, you will want to close them.

11: Why might you want to close the SAP Menu Path?


Step: 1.5.2: In the Application Menu Bar, click on the SAP Menu button

12: What does the SAP Menu button do?



Step: 1.5.3: Now create your own Navigation Path by filling out the blank navigation path below:
13: Create Your Own Menu Path:

Navigation
→ → → → → → → → → → →
→ → →
You do not need to fill in all the fields, just be sure you start at the SAP Menu folder and end at a
transaction.
 You do not need to enter the transaction.

Using the SAP Customizing Implementation Guide:

This is the part of SAP you will use the most in your exercises. This is the section of SAP where
configuration of the system is carried out. There are two ways to get there:

The first is to proceed through the SAP Easy Access menu path to get there. Follow the Navigation path
below and then enter the transaction:

Navigation
SAP Menu→ Tools → Customizing → IMG → Execute Project

The following graphic shows this menu path; you can also see the Technical Name has been turned on.
You may not see this Technical Name for your transactions, but you will activate it later in another step.

Chapter 01: General Notes and Cautions Page 8 of 38 © 2023 Epistemy Press, LLC.
 You enter a transaction the same way you open a folder.

14: How do you enter a transaction?



Step: 1.5.4: In the “Customizing: Execute Project” screen, click Display SAP Reference IMG
.

You have now entered the SAP Customizing Implementation Guide

Step: 1.5.5: Click on the Exit Button twice.

To exit using another method, type “/n” into the Command field and press
ENTER. This will bring you back to the main screen.

15: What does the “/n” command do?



Step: 1.5.6: The Second way to get to the IMG is using a transaction code. In the “SAP Easy Access”
screen, type “SPRO” in the Command field and press Enter.

Chapter 01: General Notes and Cautions Page 9 of 38 © 2023 Epistemy Press, LLC.
16: What part of SAP is the command field a part of?


Step: 1.5.7: In the “Customizing: Execute Project” screen, click SAP Reference IMG
.

 At the end of each Section to go back to the SAP Easy Access Screen or the SAP Customizing
Implementation Guide.

17: What is one way to get back to the SAP Easy Access Screen?


Chapter 01: General Notes and Cautions Page 10 of 38 © 2023 Epistemy Press, LLC.
 What is in a transaction?

This section describes the different parts of a transaction menu. Some of the parts will be familiar to you
from the SAP Easy Access Screen.

Step: 1.6.1: Follow the Navigation Path below

Navigation
SAP Menu → Logistics → Sales and Distribution → Sales → Order → Create

Step: 1.6.2: In the “Create Sales Order: Initial Screen”, enter the following information:

Attribute Description Data Value

Order Type Distinguishes different types of sales documents OR

Step: 1.6.3: Press Enter.

Example of One Transaction Screen and Its Elements: When you enter a transaction, there are different
elements you will want to pay attention to. Take note of these elements because they will be referred to
in later exercises. Notice a few of these you saw earlier:

Chapter 01: General Notes and Cautions Page 11 of 38 © 2023 Epistemy Press, LLC.
 18: There are four new elements you have not seen in the exercise yet, what are they?


Step: 1.6.4: Exit this transaction and return to the SAP Easy Access Menu

Screen Layout:
Step: 1.6.5: Follow the Navigation Path below:

Navigation
SAP Menu → Logistics → Materials Management → Purchasing → Purchase Order → Create →
Vendor/Supplying Plant Known

 There will not always be all three sections, but it is important you understand this general concept.

 You may edit data in any section, depending on which sections you have opened or expanded. For
example, you can only edit data in the Item Overview section if the Item Detail section is closed.

19: What are the names of the three collapsible sections in the Create Purchase Order screen?


Chapter 01: General Notes and Cautions Page 12 of 38 © 2023 Epistemy Press, LLC.
 Finding Transaction Codes

Each exercise will ask you what the Transaction Code or T-Code for that transaction is. T-codes are a
short code you can type into the Command field to go straight to the transaction.

T-Codes are extremely important for business professionals because it cuts down on time by eliminating
the need to go through the menu path. While the menu path is important, it is not as important for your
everyday business professional who may only use a few transactions.

There are two ways to find T-Codes. It depends on if you are in the SAP Customizing Implementation
Guide or in the SAP Easy Access Menu.

If the Transaction is using the SAP Menu:

Once you set this up the first time you will not have to do it again. It is recommended you follow these
instructions and set this up now before you start the next exercises.

Step: 1.7.1: On the SAP Menu Bar, click More → Extras → Settings

Step: 1.7.2: In the “Settings” Pop-up, activate the checkbox next to “Display Technical Names”.

 This will display the transaction code to the left of the name of the transaction

Chapter 01: General Notes and Cautions Page 13 of 38 © 2023 Epistemy Press, LLC.
 Step: 1.7.3: In the Settings pop-up, click Enter .
Now when you open the folders and look at the transactions, they will display the Transaction codes in
front of the name of the transaction.

Before After

If the Transaction is using the SAP Customizing Implementation

Guide:
Option 1: Last four Characters
Step: 1.7.4: In the SAP Menu Bar, follow the menu path below:

Navigation
SAP Customizing Implementation Guide → Menu Bar → Additional Information → Additional Information →
Display Key → IMG Activity

 Notice the Additional information column was added to the “Display IMG” screen.

Step: 1.7.5: Follow the Menu Path Below:

Navigation
SAP Customizing Implementation Guide → Financial Accounting → General Ledger Accounting → Master
Data → G/L Accounts
Notice the last four characters of the line of information in the Additional Information column for the
“Define Financial Statement Versions” transaction are “OB58”.

This is the T-Code for the transaction “Define Financial Statement Versions”.

Chapter 01: General Notes and Cautions Page 14 of 38 © 2023 Epistemy Press, LLC.
 Step: 1.7.6: Click Execute next to “Define Financial Statement Versions” to enter the transaction.

Step: 1.7.7: Click the New GUI button and select New GUI.

 An alternative way to open a new session is to use CTRL+N on Windows and CMD+N on Mac.

Step: 1.7.8: In your New Session tab, type “OB58” in the Command Field.
 If you receive a warning popup about the data being locked, simply click “Yes” to dismiss the
message. This only means you already have the data open in another screen.

 Are the screens the same? Yes. – This means you have found the transaction code for “Define
Financial Statement Versions”.

20: What is the transaction code to Define Financial Statement Versions?



Option 2: Display Technical Details

Step: 1.7.9: Follow the Menu Path below:

Navigation
SAP Customizing Implementation Guide → Financial Accounting → General Ledger Accounting → Master
Data

Step: 1.7.10: Click the Execute Button for the “Define Statistical Key Figures” Transaction.
 Notice how there are two options you can choose, “Create Statistical Key Figures” and “Change
Statistical Key Figures”.

Step: 1.7.11: Close the “Select Activity:” pop-up.

Step: 1.7.12: Right click on the Execute Button next to the “Define Statistical Key Figures”
Transaction.

Step: 1.7.13: Click “Display Technical Info”.

Chapter 01: General Notes and Cautions Page 15 of 38 © 2023 Epistemy Press, LLC.
 Step: 1.7.14: Click on the “Maint. Objects” Tab.

Step: 1.7.15: In the Assigned Objects section of the screen, the Transaction Column tells you the
transaction codes for “Create Statistical Key Figures”, KK01, and “Create Statistical Key Figures”,
KK02.

Step: 1.7.16: Repeat Steps 1.7.9 to 1.7.11. Use NA00 as the Controlling Area.

21: What is the Transaction code for “Create Statistical Key Figures”?

22: What is the Transaction code for “Change Statistical Key Figures”?


Option 3: SM30 – Last and Least Desirable Option

 ONLY USE THIS OPTION IF THE OTHER TWO OPTIONS DO NOT WORK.

Step: 1.7.17: Follow the Menu Path below:

Navigation
SAP Customizing Implementation Guide → Financial Accounting → General Ledger Accounting → Master
Data → G/L Accounts

23: What is one way you can get to the SAP Customizing Implementation Guide?


Step: 1.7.18: Right click on the Execute Button for “Define Financial Statement Versions”.

Chapter 01: General Notes and Cautions Page 16 of 38 © 2023 Epistemy Press, LLC.
Step: 1.7.19: Click “Display Technical Info”.

Step: 1.7.20: Click on the “Maint. Objects” Tab.

 The transaction code, “SM30”, is the transaction code for Table Maintenance. Which means you
need to include the Customizing Object. The Customizing Object is the first column, and it is what
you need to put in the Table Maintenance Screen to take you to the actual Transaction, “V_T011”.

 Use the information from the Maintenance Objects tab to answer the following questions.

24: What is the transaction code for “Define Financial Statement Versions”?

25: What is the customizing object?


Step: 1.7.21: Click Back .

Chapter 01: General Notes and Cautions Page 17 of 38 © 2023 Epistemy Press, LLC.
Step: 1.7.22: Enter the “Define Financial Statements Versions” transaction by clicking the execute

button .

Step: 1.7.23: In the “Change View “Financial Statement Versions”: Overview” screen, Click Creates New
Session .
 An alternative way to open a new session is to use CTRL+N on Windows and CMD+N on Mac.

Step: 1.7.24: In your new window, type the transaction code into the Command field.

Step: 1.7.25: Press Enter.

Step: 1.7.26: In this “Edit Table Views: Initial Screen”, enter the following information:

Attribute Description
Table/View Customizing object input field

Step: 1.7.27: Click .

26: What is the title of the screen you entered?


 This should be the same screen you entered in earlier except it will say Display instead of Change.

Chapter 01: General Notes and Cautions Page 18 of 38 © 2023 Epistemy Press, LLC.
 Viewing Help Guides

At times, certain attributes or fields may not appear to have the name of them displayed on the screen.
To display the full name of the attribute or field, simply click within the field and then press the F1 key,

or the Help button . This will bring up not only the title of the field, but it will bring up the full
description.

In this section, you learn how to use the “Performance Assistant” tool to help you find answers to error
messages or to find the definition or explanation of a field within the SAP system.

Step: 1.8.1: In the “SAP Easy Access” screen, follow the navigation path below:

Navigation
SAP Menu → Accounting → Financial Accounting → Accounts Receivable → Account → Display
Balances

27: What is the Transaction Code to Display Balances?



Step: 1.8.2: In the “Customer Balance Display” screen, click on the “Customer” field.

 Do not enter any Customer information in the field.

Step: 1.8.3: Press the “F1” key on your keyboard.

28: What is the “Customer Account Number” definition?



Step: 1.8.4: In the “Performance Assistant” pop-up, click close .

Chapter 01: General Notes and Cautions Page 19 of 38 © 2023 Epistemy Press, LLC.
 The Search Tool

At times in this document, the instructions will ask you to search for something to enter in a field. When
it does, simply click in the input field to activate it and then click the search icon that appears to the
right of it, or you can press the F4 key while inside the input field. Clicking on it will bring up another
dialog box and you will search from there.

In this section, you will practice using the Search box that appears next to an active field when entering
data into it. You will also learn how to navigate and to use the proceeding menus and pop-ups.

Navigation
SAP Menu → Accounting → Financial Accounting → Accounts Receivable → Account → Display Balances

Step: 1.9.1: In the “Customer Balance Display” screen, click inside the “Customer” field.

Step: 1.9.2: Notice an icon box with a magnifying glass in it appears to the right of the field.

Step: 1.9.3: Click Search .

Step: 1.9.4: In the “Customer Account Number” pop-up, enter the following information:

Attribute Description Data Value

Maximum No. of Hits Restrict Length of List 5000

Step: 1.9.5: Leave all the other fields blank; click Start Search .

This will show you a list of nearly all (5000, which is the maximum SAP will allow for search results) of
the Customers defined in the system.

 Ensure the “Customers (general)” tab is selected at the top.

Notice there are many different tabs, which are different ways of providing search criteria. You can
scroll through them using the arrow buttons at the top right.

29: Why might someone use this method of searching with no specific criteria?


Chapter 01: General Notes and Cautions Page 20 of 38 © 2023 Epistemy Press, LLC.
Step: 1.9.6: Click the drop-down bar near the top of the screen to show the search menu.

Step: 1.9.7: Enter the following information:

Attribute Description Data Value

Search Term Predefined in the system. 0##
Maximum No. of Hits Restrict Length of List 500

Step: 1.9.8: Leave all the other fields blank; click Start Search .

This will show you a list of every Customer associated with your identifier. This is a specific design of GBI.
Every one of your Customers, when they were created in the system, was assigned a three-digit Search
Term that corresponds to your identifier, thus you entered 0## in the “Search Term” field. This will also
work with Vendors in future assignments.

Step: 1.9.9: Click the Search bar near the top of the screen to show the Search menu.

Step: 1.9.10: Click the MORE button in the top right corner:
 This menu allows you to use other methods of searching for what you want.

Step: 1.9.11: Choose the “Customers (by company code).” tab.

 You can also use the arrow buttons to navigate to whichever tab you want.

Step: 1.9.12: In the “Customer Account Number” pop-up, enter the following information:

Attribute Description Data Value

Company Code An organizational unit within financial accounting US00

Step: 1.9.13: Press Enter.

 This will show you a list of all (limited to 500) of the customers associated with the US00 company
code.

Step: 1.9.14: Click the Search bar near the top of the screen to display the Search menu.

Step: 1.9.15: Clear the information in the “Company Code” field.

Step: 1.9.16: In the “Customer Account Number” screen, enter the following information:

Chapter 01: General Notes and Cautions Page 21 of 38 © 2023 Epistemy Press, LLC.
 Attribute Description Data Value
Customer Gives an alphanumeric key, which clearly identifies the Customer or *000
Vendor in the SAP system.

Step: 1.9.17: Click Start Search .

The asterisk symbol represents a wild card, meaning anything can be before 000. This will show you a
list of every Customer that has an account number ending with this identifier.

30: Why would someone use the “*” in a search?



Now that you know the various methods of searching, try using other criteria to explore different search
methods to familiarize yourself with the system.

Chapter 01: General Notes and Cautions Page 22 of 38 © 2023 Epistemy Press, LLC.
 SAP Search Menu

Before this step, you accessed the “Customer Balance Display” screen by navigating through the menu
path and using a transaction code. In this step, you will learn how to use the SAP Search menu. The
Search menu enables you to find a specific page by searching with key words.

Step: 1.10.1: In the “SAP Easy Access” screen, type “search_sap_menu” in the Command field.

Step: 1.10.2: Press Enter.

Step: 1.10.3: In the “Enter transaction code or menu text” pop-up, enter the following information:

Attribute Description Data Value

Enter Search Text Field where you enter a transaction code or menu text title Display Balances

Step: 1.10.4: Click Enter .

This will bring up another screen that will list all the locations “Display Balances” appears in the SAP
menu. Use the scroll bar on the right of your screen to see all the available options. Notice you can
access the same screen by using different transaction codes. The reason for this is that multiple job
positions may have to access this information (accountant, sales representative, credit manager, etc.).
The sixth listing is the transaction code you used in this exercise thus far within the system.

31: What is the sixth transaction code?


32: How many different menu paths can you use to display balances?


Step: 1.10.5: Click Exit.

 You should be back in the SAP Easy Access Menu.

Step: 1.10.6: From the Easy Access Menu repeat Steps 1.10.1 – 1.10.4 and enter the following
information:

Attribute Description Data Value

Enter Search Text Field where you enter a transaction code or menu text title Material Master

33: What is the first transaction code?


34: What is the reason there are so many menu paths you can use to access the same transaction?


Chapter 01: General Notes and Cautions Page 23 of 38 © 2023 Epistemy Press, LLC.
 Display/Change

Some steps will ask you to use the Display/Change button . It is important to use this button because
when you change the screen from Change to Display it doesn’t allow any changes to be made in the
screen. If you are in a cross-company screen that could affect everyone’s work, it is good to view this
screen in display mode. This way you do not accidentally change something that affects everyone’s
work.

Step: 1.11.1: Follow the Navigation Path below:

Navigation
SAP Customizing Implementation Guide → Financial Accounting → Financial Accounting Global Settings →
Ledgers → Fiscal Year and Posting Periods → Maintain Fiscal Year Variant

35: What is the Transaction code to Maintain the Fiscal Year Variant?


Step: 1.11.2: In the “Change View “Fiscal year variants”: Overview” screen, Click Change -> Display

36: What happened after you hit the Display/Change button?


37: Why is it important to use this button?


Chapter 01: General Notes and Cautions Page 24 of 38 © 2023 Epistemy Press, LLC.
 System Message Types

There are three types of messages you will receive when completing your assignments.

If you double-click on the message, it will give you detailed information about the issue. The three types
of messages you will see are:

1. (Red) Error Messages: Red Error Messages indicate something is stopping the transaction from
being completed. These messages indicate issues needing to be corrected to proceed through
the exercises.

2. (Yellow) Warning Messages: Yellow Warning Messages contain warnings and are there to tell
you about some sort of information that may be helpful later or warn you about the possible
effects of what you are about to do. At times, the issue must be fixed to move on. However,
most of the time they do not need to be fixed; you can simply press Enter to acknowledge
them and move through them. Use your best judgement to determine what needs to be done.

3. (Green) Confirmation Messages: Green messages show nothing went wrong with the
transaction and you may proceed to the next task. These messages will contain information,
such as document numbers, you will want to write down and take note of.

This next section will help to familiarize you with the different system messages by having you produce
each type and then figure out how to get past it.

Step: 1.12.1: Follow the Navigation Path below:

Navigation
SAP Menu → Logistics → Materials Management → Purchasing → Purchase Order → Create →
Vendor/Supplying Plant Known

38: What is the transaction to create a Purchase Order?



Step: 1.12.2: In the “Create Purchase Order” screen, enter the following information:

 Close the user interface pane on the left side of the screen if it opens.
Remember what was said in a previous step about the different sections of the screen. You may have to
open additional sections to explore the tabs to find this field.

Attribute Description Data Value

Purch. Org Org unit in Logistics, subdividing an enterprise per the requirements of Purchasing US00

Chapter 01: General Notes and Cautions Page 25 of 38 © 2023 Epistemy Press, LLC.
Step: 1.12.3: Press Enter.

IMPORTANT NOTE: USING ENTER

Once you click the Enter button or press “Enter” on your keyboard, the system checks to ensure you
have entered all the data that is required in the document.

If you have not, it will ask you to enter valid data into each field, ONE BY ONE, through messages. All
other fields will be locked until you fill in the requested data. After entering data into the designated
field, you must PRESS ENTER AGAIN to move on and to check for more messages.

Once you have filled in all the required information, the rest of the fields in the screen will unlock. You
can then edit the fields as you could before you initially clicked enter and received the messages.

In this case, the other fields may never have locked but it is important to understand this concept for
later exercises.

You want to use this technique before you save EVERY DOCUMENT. This guarantees all data is entered
as required for the transaction to be completed.

It is extremely important NOT to proceed to save a document if there are errors in the document. A
faulty document will create more errors and a lot more work for yourself in later exercises.

 Notice the system shows an error message which, in this case, simply tells you exactly what you
need to input into the system to continue.

 If you need more information or want more information about a message, you can double click on
the message to open the help guide.

Chapter 01: General Notes and Cautions Page 26 of 38 © 2023 Epistemy Press, LLC.
Step: 1.12.4: Double click on the error message.

39: What is the message being displayed?



Step: 1.12.5: To resolve the error message “Enter Purch. Group”, enter the following information:

Attribute Description Data Value

Purch. Group Key for a buyer or a group, who is/are responsible for certain N00
purchasing activities

Step: 1.12.6: Click Enter .

Step: 1.12.7: When you receive the error message “Enter a vendor” enter the following information:

Attribute Description Data Value

Vendor Number and name of the external Supplier or supplying Plant from which 101000
the Materials are to be procured.

Step: 1.12.8: Click Enter .

 Notice here how it does not produce another error message, and you are now free to edit the rest of
the fields as you wish. This means you have entered all the required data.

Step: 1.12.9: In the “Create Purchase Order” screen, enter the following information:

Step: 1.12.10: If the “Item Overview” section is not open, you must open it to enter this data there.

Attribute Description Data Value

Material The goods that are the subject of business activity EPAD1000
PO Quantity Quantity ordered by the buyer, to be supplied by the vendor 1
Delivery Date Date on which the goods are to be delivered or the service is to be Today’s Date
performed.
Net Price Price after taking all vendor surcharges and discounts into account 37.50
per unit
Plnt Plant in which you produce or for which you wish to produce MI00
materials or services

Chapter 01: General Notes and Cautions Page 27 of 38 © 2023 Epistemy Press, LLC.
Step: 1.12.11: Click Enter .

 You should notice a warning message saying, “Can delivery date be met?” The system realizes the
date you entered is today’s date, and it knows it normally takes more time than that to receive
materials. This message serves the purpose of warning you about that fact, but since it is just a
warning, you may ignore it and continue.

Step: 1.12.12: Click Enter to acknowledge the warning and move on.

Step: 1.12.13: Click Exit .

 DO NOT save this document. The purpose of this exercise was to familiarize you with two types of
system messages.

Step: 1.12.14: In the “Exit Document” pop-up, click No .

Remember, it is extremely important to NOT proceed to save a document if there are errors in the
document. A faulty document will create more errors and a lot more work for yourself in later
exercises.

Chapter 01: General Notes and Cautions Page 28 of 38 © 2023 Epistemy Press, LLC.
 Repeating Fields

When going through your assignments you must type the same information into the same field many
different times. This can be a little annoying, but SAP has developed a way around this. Professionals use
this feature all the time because they are in the same transactions daily; where your information may
change for educational purposes, their information will stay the same. Setting repeating fields to the
same value provides an easy way to cut time on processing for business professionals.

Step: 1.13.1: Follow the Navigation Path Below:

Navigation
SAP Menu Bar → System → User Profile → User Data

Step: 1.13.2: In the “Maintain User Profile” screen, click on the “Parameters” Tab

Step: 1.13.3: In the Parameters Tab, click the Search box in the first EMPTY “Set/Get Parameter ID”

input box .

Chapter 01: General Notes and Cautions Page 29 of 38 © 2023 Epistemy Press, LLC.
Step: 1.13.4: In the “Set/Get parameter ID (#) 500 Entries found” screen, click the dropdown arrow at
the top of the screen.

Step: 1.13.5: Enter the Following information:

Attribute Description Data Value

SET/GET parameter ID Short Description of Repository Objects /BA1/F4_CCY

Step: 1.13.6: Click Enter

Step: 1.13.7: Click the checkbox next to /BA1/F4_CCY

Step: 1.13.8: Click Copy

Step: 1.13.9: Repeat steps 1.14.3 to 1.14.8 using the following information:

Attribute Description Data Value

SET/GET parameter ID Short Description of Repository Objects BUK

Step: 1.13.10: In the “Maintain User Profile” screen, enter the following information:

Attribute Description Data Value

Parameter Value for Specifies a default value for a field for the parameter. USD
/BA1/F4_CCY
Parameter Value for Specifies a default value for a field for the parameter. US##
BUK

40: What do you think entering this information will do?



Step: 1.13.11: Click .

Saving: When the instructions tell you to save data, remember to always press the “Enter” key
first. This will validate your data and check for any errors. If error(s) occur, they MUST be corrected
before continuing to the next task. If you do not correct the mistakes now, you will have bigger errors
later in your project!

Now every time the input fields “Currency” or “Company Code” pop up, they will automatically be filled
in with your specific information. You can also do this with any other field that comes up frequently in
the exercises. Keep in mind this information is linked to your User Profile, not your GBI company.

Chapter 01: General Notes and Cautions Page 30 of 38 © 2023 Epistemy Press, LLC.
 Pop-Ups

This section explains two different pop-ups that occur when completing the exercises and what to do
when you get these popups.

Controlling Area Pop-Up:

At times, the system asks you to enter your Controlling Area to clarify which Controlling Area you are
configuring for.

Step: 1.14.1: If this should happen, in the “Set Controlling Area” pop-up, enter the following
information:

Attribute Description Data Value

Controlling Area Uniquely identifies a Controlling Area. NA##

Step: 1.14.2: Click Enter .

This will take you into the next screen where the instructions will then tell you what to do for the task.

Enter Chart of Accounts Pop-Up:

At times, the system asks you to enter your Chart of Accounts to clarify which Chart of Accounts you are
configuring for.

Step: 1.14.3: If this should happen, in the “Enter Chart of Accounts” pop-up, enter the following
information:

Attribute Description Data Value

Chart of Accounts Key that uniquely identifies a Chart of Accounts. GL##

Step: 1.14.4: Click Enter .

Chapter 01: General Notes and Cautions Page 31 of 38 © 2023 Epistemy Press, LLC.
 Miscellaneous Reminders

Opening Multiple Screens

Throughout the exercises you will be asked to gather the same information after each step in multiple
exercises. This is so you can see the changes that happen throughout the process. In these cases, it is

helpful to open multiple screens. Use the New GUI Window Button in the standard toolbar to
open a new session.
 An alternative way to open a new session is to use CTRL+N on Windows and CMD+N on Mac.

Between Each Step

Each section of the assignment will assume you are starting with one screen in the SAP Easy Access
Menu. At the end of each section, feel free to close out of your additional screens so you only have one
screen open and it is at the SAP Easy Access Menu.

In the Same Transaction

If you receive the message below about data being locked, talk to your professor; he/she should be able
to fix the issue. This should not happen unless instructed into the exercise. Data is normally locked when
a screen is open when you exit the system; in most cases, the locked data will become available again
after several minutes, and you should be able to open it again if there is something you need to edit
further.

In some exercises, you will receive this message but will be instructed to click through it to display the
information. What the message is saying is you have locked your user data for editing. As you are the
only one to work with your ID, no one else should be locking your information.

Chapter 01: General Notes and Cautions Page 32 of 38 © 2023 Epistemy Press, LLC.
 Logging Off

When you are finished with this assignment and you wish to log out, you may exit the SAP GUI by

clicking the Close button at the top right of the screen. You may also exit by repeatedly clicking Exit

. When you receive a Log Off pop-up, click to exit the system. This pop-up has a default
message which will appear even if you have no data to save.

Chapter 01: General Notes and Cautions Page 33 of 38 © 2023 Epistemy Press, LLC.
 Exercise Deliverables Instructions

Exercise Deliverables
Deliverables are consolidated into one worksheet at the end of the exercise. It is only necessary to turn
in that worksheet and that worksheet alone. You may also be assigned additional deliverables for your
course; make sure to check with your instructor.

Question Text Fields

Each test field (see image below) after a question will automatically fill in the Exercise Deliverables.
These fields are designed to “Calculate on Exit” which means after you answer the question, be sure you
press “Tab” on your keyboard to exit the field so it can fill in your answer on the Exercise Deliverables
page(s).

Export to a PDF
When you complete an assignment, it is important you turn in just the Deliverables pages. You can do
this by exporting your Exercise Deliverables to a PDF document.

Step: 1.17.1: Use SAVE AS to save your document.

Step: 1.17.2: After you have found the location where you wish to save the file, change the “Save as
Type:” to PDF (*.pdf)

Chapter 01: General Notes and Cautions Page 34 of 38 © 2023 Epistemy Press, LLC.
Step: 1.17.3: Click on the Option Button

Step: 1.17.4: Click the “Pages” button to enter the page numbers to print for the Exercise Deliverables.
 For example: Pages 36 to 38 of this exercise are the Exercise Deliverables. When you click on the
Pages button you will change it to say “From: 36 To: 38”. Ensure the Document Properties
checkbox is activated as well.

Step: 1.17.5: Click “OK” and then “Save” your document.

Chapter 01: General Notes and Cautions Page 35 of 38 © 2023 Epistemy Press, LLC.
 Ch. 01 - Exercise Deliverables
Name:

Course and Section:

Identifier:

Client:

1: What is your Identifier?


2: If you see GL##, what will you input into the system?

3: What does a red arrow mean?

4: What does a Pencil mean?

5: For each row in the table write the value you will type into the system input field.
a. Row 1: 
b. Row 2: 
c. Row 3: 
d. Row 4: 
6: What should you do when you see a Red Arrow in your assignments?

7: What should you do when you see a pencil?

8: Who uses the SAP Easy Access Menu?

9: Who uses the SAP Customizing Implementation Guide?

10: What does a navigation Path always end with?

11: Why might you want to close the SAP Menu Path?

12: What does the SAP Menu button do?

13: Create Your Own Menu Path

Navigation
→ → → → → → → → → → → → → →

Chapter 01: General Notes and Cautions Page 36 of 38 © 2023 Epistemy Press, LLC.
14: How do you enter a transaction?

15: What does the “/n” command do?

16: What part of SAP is the command field a part of?

17: What is one way to get back to the SAP Easy Access Screen?

18: There are four new elements that you have not seen in the exercise yet, what are they?

19: What are the names of the three collapsible sections in the create purchase order screen?

20: What is the transaction code to Define Financial Statement Versions?

21: What is the Transaction code for “Create Statistical Key Figures”?

22: What is the Transaction code for “Change Statistical Key Figures”?

23: What is one way you can get to the SAP Customizing Implementation Guide?

24: What is the transaction code for “Define Financial Statement Versions”?

25: What is the customizing object?

26: What is the title of the screen you entered?

27: What is the Transaction Code to Display Balances?

28: What is the “Customer Account Number” definition?

29: Why might someone use this method of searching with no specific criteria?

30: Why would someone use the “*” in a search?

31: What is this seventh transaction code?

32: How many different menu paths can you use to display balances?

33: What is the first transaction code?

34: What is the reason that there are so many menu paths that you can use to access the same
transaction?

35: What is the Transaction code to Maintain the Fiscal Year Variant?

36: What happened after you hit the display/change button?

37: Why is it important to use this button?

38: What is the transaction to Create a Purchase Order?


Chapter 01: General Notes and Cautions Page 37 of 38 © 2023 Epistemy Press, LLC.
39: What is the message being displayed?

40: What do you think entering this information will do?


Chapter 01: General Notes and Cautions Page 38 of 38 © 2023 Epistemy Press, LLC.