Basic Navigation in the GUI & Web [ Part 3: SAP Fundamentals & Basic Navigation ]

Part 3 of 6, covering navigation in the Desktop GUI application and the web portal interface for SAP.

Common
User
Interface
Icons/Buttons
6

Document Owner: Charlie Dudley, J.D., Training & Development Officer

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Basic Navigation in the GUI & Web [ Part 3: SAP Fundamentals & Basic Navigation ] 6
Part 3 of 6, covering navigation in the Desktop GUI application and the web portal interface for SAP.

Common User Interface Icons/Buttons

Once you’re logged in

to the SAP Desktop
GUI, you should see
a screen like this.

In this section we’ll

cover the basics of
what’s here, how to get
around, and what you
should know.

This section contains

a lot of information
and we’ll break up the
screen into it’s
component parts to
describe many of the
buttons and their
functions.

Document Owner: Charlie Dudley, J.D., Training & Development Officer

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Basic Navigation in the GUI & Web [ Part 3: SAP Fundamentals & Basic Navigation ] 6
Part 3 of 6, covering navigation in the Desktop GUI application and the web portal interface for SAP.

Common User Interface Icons/Buttons

A Menu Bar We’ll cover each

B System Function Bar section of the SAP
main screen as labeled
here.
C Application Toolbar

D Application Window

Status Bar E
Document Owner: Charlie Dudley, J.D., Training & Development Officer
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Basic Navigation in the GUI & Web [ Part 3: SAP Fundamentals & Basic Navigation ] 6
Part 3 of 6, covering navigation in the Desktop GUI application and the web portal interface for SAP.

Common User Interface Icons/Buttons A

The Menu Bar

Menu Bar from the main SAP Screen.

Menu Bar as seen in a transaction (PA20).

The menu bar is situated horizontally at the very top of the screen. The menu buttons drop down, that
is, when you choose a menu item, further options appear (which we cover in the next pages).

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Basic Navigation in the GUI & Web [ Part 3: SAP Fundamentals & Basic Navigation ] 6
Part 3 of 6, covering navigation in the Desktop GUI application and the web portal interface for SAP.

Common User Interface Icons/Buttons A

The Menu Bar

The following menus are standard on every SAP screen:
System Contains functions, such as Create session, User profile, and Log off, that affect the system in general.
Help Can provide various forms of help. At the City, this Help menu is not connected to City Help. Go to:
portlandoregon.gov/saplc for the City’s SAP Support.
The following menus are standard in most SAP applications (transactions):
Allows you to edit components of the current object. Common functions include Select, Edit and Copy.
Edit
The Cancel option allows you to leave a task without saving the data you have entered.
Allows you to move directly to other screens of the current task. Also contains the Back option, which
Goto takes you back one level in the system hierarchy. Before going back, the system checks the data
you have entered on the current screen and displays a dialog box, if it detects a problem.
The following menus may also appear:
Contains additional functions, which you do not need regularly, but you can choose, to work with the
Extras
current object or an object component.
Environment Contains functions that display additional information about the current object.
Allows you to display the current object in different views, for example, switching between a single-line and
View
double-line display of a table.
Settings Allows you to set user-specific transaction parameters.
Utilities Allows you to do object-independent processing, such as deleting, copying, and printing functions.

Document Owner: Charlie Dudley, J.D., Training & Development Officer

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Creation: 10/27/2016 // Updated: New Document, N/A
Basic Navigation in the GUI & Web [ Part 3: SAP Fundamentals & Basic Navigation ] 6
Part 3 of 6, covering navigation in the Desktop GUI application and the web portal interface for SAP.

Common User Interface Icons/Buttons A

The Menu Bar

The SAP Button aka Command Button has some basic functions which are
consistent no matter where you are in the system.

Move & Size transform your mouse cursor into a cross-hair icon and lets you
resize your window by dragging the cross-hair around. Or in the case of Move to
use the arrow keys on your keyboard to move the current SAP window from place
to place.

Minimize and Maximize do what you’d expect by making your SAP window
disappear into your taskbar (Minimize) or expand to fill your entire screen
(Maximize). Restore returns a Maximized or Minimized screen to the size you had
it at before Maximizing or Minimizing the window.

Close logs you off.

Create Session opens a new SAP Window from the start screen (you can run up to 6 simultaneously).

Stop Transaction is useful to terminate a transaction that is processing. A typical reason to use this is if
you are running a report and incorporate too much data which will take a long time to create the report.
While it is generating, you can stop the transaction and re-run the report more targeted parameters.
Document Owner: Charlie Dudley, J.D., Training & Development Officer
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Creation: 10/27/2016 // Updated: New Document, N/A
Basic Navigation in the GUI & Web [ Part 3: SAP Fundamentals & Basic Navigation ] 6
Part 3 of 6, covering navigation in the Desktop GUI application and the web portal interface for SAP.

Common User Interface Icons/Buttons A

The Menu Bar

User Menu

User Menu when clicked will display SAP Menu

(with Logistics open
a list of all the SAP transactions
to show
you can execute based on the submenus)
Roles in SAP you have been
assigned.
SAP Menu will display all SAP
transactions in the SAP Menu tree
(and will collapse your Favorites folder
if it is open.

Business Workplace will take you to

the SAP workflow manager. If you are
an approver or involved in managing
an SAP workflow, this area will matter
to you. If you do not, you will never
come here.
Document Owner: Charlie Dudley, J.D., Training & Development Officer
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Basic Navigation in the GUI & Web [ Part 3: SAP Fundamentals & Basic Navigation ] 6
Part 3 of 6, covering navigation in the Desktop GUI application and the web portal interface for SAP.

Common User Interface Icons/Buttons A

The Menu Bar

The Edit menu from the main screen doesn’t

do much and in some ways is redundant.

You can select a transaction from the menu with

a single-click (e.g. ME22N as shown at left).
Command Field Then click Execute which will run the transaction
or Execute in New Window which will open the
transaction in a new window.

Clicking Create shortcut on the desktop can be

quite useful, if you use a t-code often and want
an easy way to get right into the transaction.

Notably, you can just as easily launch a t-code

like ME22N by double-clicking on it or typing it in
the Command Field and hitting the Green
Check or Enter on your keyboard.

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Basic Navigation in the GUI & Web [ Part 3: SAP Fundamentals & Basic Navigation ] 6
Part 3 of 6, covering navigation in the Desktop GUI application and the web portal interface for SAP.

Common User Interface Icons/Buttons A

The Menu Bar

The Favorites Menu is well-used by most SAP users. This

is where you can put transactions that you use most often.
You can even organize them by categories into folders (see
image at right).
• When a t-code is selected click Add.
• To change the Favorite (perhaps renaming it) click
Change while the favorite is selected.
• To move your favorite up or down in a list of favorites,
click Move and choose Up or Down.
• To create a folder for some favorites, highlight your
favorites folder and then click Insert Folder. You can
then drag-and-drop favorites into it.

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Basic Navigation in the GUI & Web [ Part 3: SAP Fundamentals & Basic Navigation ] 6
Part 3 of 6, covering navigation in the Desktop GUI application and the web portal interface for SAP.

Common User Interface Icons/Buttons A

The Menu Bar

Technical Names On

Technical Names Off

The only menu under Extras that is of any use to

you is the Settings menu.

From Settings you can toggle on or off “Technical

details” which is to say, display the t-codes in the
menu or not. See screenshot at right.

You can also put favorites at the bottom of your list or

turn off displaying favorite altogether.
Document Owner: Charlie Dudley, J.D., Training & Development Officer
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Basic Navigation in the GUI & Web [ Part 3: SAP Fundamentals & Basic Navigation ] 6
Part 3 of 6, covering navigation in the Desktop GUI application and the web portal interface for SAP.

Common User Interface Icons/Buttons A

The Menu Bar

Most of the items under Own Spool Requests and Own Jobs both
System are not used by pull up menus which show jobs you have in
everyday users of SAP cue to be printed (Spool Requests) or other
(those not used have been jobs being run in the background (Own
crossed-out). Jobs).
Status merely shows you the version
New GUI Window simply numbers of the SAP system we use and
opens another window to logon information for your Sser ID.
work in (you may have
up to 6 open at once). Log Off does as you’d expect and logs you
out of the system. (You can also simply click
Close GUI Window closes the Yellow Circle with the double arrows from
the currently selected the main screen to log off; or click the close
window. box on the upper right part of the SAP
frame.)
window
Under User Profile you
can see your user
information by selecting
Own Data.

Document Owner: Charlie Dudley, J.D., Training & Development Officer

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Creation: 10/27/2016 // Updated: New Document, N/A
Basic Navigation in the GUI & Web [ Part 3: SAP Fundamentals & Basic Navigation ] 6
Part 3 of 6, covering navigation in the Desktop GUI application and the web portal interface for SAP.

Common User Interface Icons/Buttons A

The Menu Bar

Currently, it does not link to

any of the City’s help /
training documentation.

Each link related to help will

take you to an SAP provided
site. The help at these sites
may or may not be helpful. In
most cases, the help on
those pages is rudimentary
and does not match City
business process.

So remember to go to the EBS main page and navigate to “Learn

How to Use SAP” or simply use this url:
portlandoregon.gov/saplc

Document Owner: Charlie Dudley, J.D., Training & Development Officer

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Creation: 10/27/2016 // Updated: New Document, N/A
Basic Navigation in the GUI & Web [ Part 3: SAP Fundamentals & Basic Navigation ] 6
Part 3 of 6, covering navigation in the Desktop GUI application and the web portal interface for SAP.

Common User Interface Icons/Buttons B

The System Function Bar

Unlike the Menu Bar just or The Enter button may be used just
the other control strips in SAP, like Enter on your keyboard.
the SAP System Function
Bar remains consistent in
each transaction. However,
some buttons may be ‘greyed’
out depending on where in the
system you are working. The Command Field is used to enter a
transaction code (t-code) to launch the
These buttons are grouped specified transaction once you press
by function. In this section, Enter on your keyboard or the Green
we’ll identify each function Check Enter button mentioned above.
for each button.

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Basic Navigation in the GUI & Web [ Part 3: SAP Fundamentals & Basic Navigation ] 6
Part 3 of 6, covering navigation in the Desktop GUI application and the web portal interface for SAP.

Common User Interface Icons/Buttons B

The System Function Bar

The Save button saves data input in the current transaction you
are working in. The Save button may also act as the Post button
to post data into a ledger or other input table.

The Back button returns you to the last position, either a

previous screen or page, without saving the current input data.

The Exit button cancels and exits the current transaction. If

you are on the main entry screen of SAP it will log you out with
a prompt.

The Cancel button exits the current task without saving.

The same function as Cancel in the Edit menu.

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Basic Navigation in the GUI & Web [ Part 3: SAP Fundamentals & Basic Navigation ] 6
Part 3 of 6, covering navigation in the Desktop GUI application and the web portal interface for SAP.

Common User Interface Icons/Buttons B

The System Function Bar

Use the Print button to print Use the Page buttons to

the currently displayed peruse pages in an SAP
document. Clicking the Print transaction or report.
button calls a dialog box to
customize the print job. First page.

The Find and Find Next

buttons open a dialog that
enables search of the Previous page.
SAP Menu Tree.

Next page.

Search dialog. Last Page.

Document Owner: Charlie Dudley, J.D., Training & Development Officer

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Basic Navigation in the GUI & Web [ Part 3: SAP Fundamentals & Basic Navigation ] 6
Part 3 of 6, covering navigation in the Desktop GUI application and the web portal interface for SAP.

Common User Interface Icons/Buttons B

The System Function Bar

Use the Create a New The Help button provides

Session button to open a new names and descriptions for the
working window for the current fields and buttons within SAP
log on. (You can also type /o as well as help with the usage
in the Command field and hit of a screen or field. The F1
enter to do the same thing. key on your keyboard provides
Type /o + a t-code to open the same information.
a new window in a specific
transaction; e.g. /oPA20.) Use the Layout Menu button
to tailor the appearance and
The Create a Shortcut button functionality of your SAP
creates a short cut on your screen.
desktop of the currently
displayed transaction. This is
useful if you go into a specific
transaction frequently.

Document Owner: Charlie Dudley, J.D., Training & Development Officer

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Creation: 10/27/2016 // Updated: New Document, N/A
Basic Navigation in the GUI & Web [ Part 3: SAP Fundamentals & Basic Navigation ] 6
Part 3 of 6, covering navigation in the Desktop GUI application and the web portal interface for SAP.

Common User Interface Icons/Buttons B

The System Function Bar

The commands in the table below can be used in the Command field to execute system actions that
make navigating SAP much quicker and easier. While a relic of the old “command-line” interface days,
these commands really can speed things up.
Shortcut What it does.
/n Takes the user to the root SAP Easy Access menu from anywhere.

Takes the user directly to the desired T-code from anywhere. For example, “/nVA01” will take the user directly to the Create
/n + [T-code] Sales Order screen.

Like ‘/n + [T-code]’, but takes the user directly into the desired T-code with the last values used. For example, “/*XD02” will take
/* + [T-code] the user directly into change mode screen for the last customer you were changing.

/nex Closes all windows for the current system/client and logs off of SAP.

/o It allows you to open a new session (leaving any other sessions open on your desktop).

When used as a prefix to a transaction code, it will open the target transaction in a new window. For example, “/ova01” will open
/o + [T-code] up the Create Sales Order screen in a new window.
Use this key combination on a variety of screens to grab several lines of text or several cells of values in a table. Results can be
Ctrl-Y pasted just about anywhere including Word, Excel, and Outlook. After you hit Ctrl-Y, you will see the mouse pointer turn to a
cross-hair. You can then select values from tables, SAPscript reports, etc.

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Basic Navigation in the GUI & Web [ Part 3: SAP Fundamentals & Basic Navigation ] 6
Part 3 of 6, covering navigation in the Desktop GUI application and the web portal interface for SAP.

Common User Interface Icons/Buttons C

Transaction Title
The Application Toolbar
Application Toolbar

The Application
Toolbar is the strip of D Application Window
icons that is transaction
dependent. You know
it’s the Application
Toolbar because the
row of buttons specific
to a transaction (aka
application) is always
below the name of the
transaction. On the
Main Screen it’s below Buttons in the
SAP Easy Access. On Application Toolbar
transaction PA20 it’s change depending on the
below the title of PA20 transaction you’re in. On
which is Display HR the next page, we’ll cover
Master Data. the most basic and
commonly seen.

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Basic Navigation in the GUI & Web [ Part 3: SAP Fundamentals & Basic Navigation ] 6
Part 3 of 6, covering navigation in the Desktop GUI application and the web portal interface for SAP.

Common User Interface Icons/Buttons C

The Application Toolbar

Main SAP Entry Screen

On this page, we’ll User menu button: Displays the transactions specifically enabled
cover the most for your use by your roles in SAP. Does the same thing as User
commonly seen and menu on the Menu Bar.
used Application
Toolbar buttons. If you SAP menu button: Displays all the transactions within SAP
see a button you don’t whether your have access or not. Does the same thing as SAP
know the function of, menu on the Menu bar.
hover over the button
with your mouse cursor SAP Business Workplace: This open the screen to the Workflow
until a tool tip appears manager for SAP where approvals and rejections are delivered
giving you the title of and available for update, change, and forwarding. Does the same
the button. If you’re still thing as Business Workplace on the Menu bar.
unsure how to use the
button, check for Add Favorite: Puts a highlighted (selected) transaction code into
documentation on that your favorites list.
transaction in the SAP
documentation library or Delete Favorite: Removes a highlighted (selected) t-code from
contact EBS directly. your favorites list.
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Basic Navigation in the GUI & Web [ Part 3: SAP Fundamentals & Basic Navigation ] 6
Part 3 of 6, covering navigation in the Desktop GUI application and the web portal interface for SAP.

Common User Interface Icons/Buttons C

The Application Toolbar

Example T-code PV00

The Execute button begins running an application function after data is entered or launches
a report once the report parameters are set.

The Get Variant button opens a menu with a list of any available Variants to use. (Variants:
Transaction variants are created to personalize any standard SAP transaction. A transaction
variant simplifies the usage of a transaction by tailoring some of the features as per the
business need. It can be used to hide fields, menu functions, screens, to supply individual
fields with default values or to change the ready for input status of one or more fields.)

The Overview button let’s the user view a set of records in a list format (e.g.
position information on an employee over the course of their employment with the
city).

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Basic Navigation in the GUI & Web [ Part 3: SAP Fundamentals & Basic Navigation ] 6
Part 3 of 6, covering navigation in the Desktop GUI application and the web portal interface for SAP.

Common User Interface Icons/Buttons E

The Status Bar

The Status Bar, located at the bottom of the SAP screen, displays system messages you may
receive when using a transaction and other session information.
If the right part of the Status Bar is closed, click the button to
open it.

Hard stop. Something is wrong and must be corrected or you do not have access.
The right side of the
field defaults to
display the system
Review the message and take action if necessary. Does not stop process. information such as
system name,
session number,
and client number.
All required fields filled in, all validating fields check-out as OK.
Proceed.

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Basic Navigation in the GUI & Web [ Part 3: SAP Fundamentals & Basic Navigation ] 6
Part 3 of 6, covering navigation in the Desktop GUI application and the web portal interface for SAP.

Common User Interface Icons/Buttons

Fields
Transaction screens
employ several input field
Yellow Highlight types to assist in
Input Fields completing the transaction
or manipulate output
Drop-Down
data.

Required Field

Search/Selection Fields
Matchcode

Multiple Selection

Check Box
Data Return Options
Radio Button

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Basic Navigation in the GUI & Web [ Part 3: SAP Fundamentals & Basic Navigation ] 6
Part 3 of 6, covering navigation in the Desktop GUI application and the web portal interface for SAP.

Common User Interface Icons/Buttons

Fields
Screen Object Name Function
Yellow A yellow highlighted box is the active field where your cursor currently
Highlight lies.

Drop-Down Drop-down fields denote a drop-down list of standardized selectable

Field items (choosable list).

Required fields contain a box with checkmark icon and must be

Required Field
completed to finish the transaction.

Matchcode is a button to the right of a selected field where defined

Matchcode lists or search options are available; it always brings up a search
menu when clicked (to input search parameters).
Multiple Selection (range) buttons offer the ability to build both
Multiple
contiguous and non-adjoining data sets (e.g., to-from or this-plus-
Selection
that).
Check Boxes delineate data output by defining what data types are
Check Box displayed. Check all the check boxes you need to retrieve the desired
data.

Radio buttons also delineate data output, but allow only a

Radio Button
single selection; this or that not both.

Document Owner: Charlie Dudley, J.D., Training & Development Officer

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Basic Navigation in the GUI & Web [ Part 3: SAP Fundamentals & Basic Navigation ] 6
Part 3 of 6, covering navigation in the Desktop GUI application and the web portal interface for SAP.

Common User Interface Icons/Buttons

Summary of Interface Buttons (with Keyboard Shortcuts)

System
Function
Bar Buttons

Application
Toolbar Buttons

Document Owner: Charlie Dudley, J.D., Training & Development Officer

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Basic Navigation in the GUI & Web [ Part 3: SAP Fundamentals & Basic Navigation ] 6
Part 3 of 6, covering navigation in the Desktop GUI application and the web portal interface for SAP.

Common User Interface Icons/Buttons

Summary of Interface Buttons (with Keyboard Shortcuts)
Navigation
Buttons

Transactional
Buttons

Document Owner: Charlie Dudley, J.D., Training & Development Officer

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Basic Navigation in the GUI & Web [ Part 3: SAP Fundamentals & Basic Navigation ] 6
Part 3 of 6, covering navigation in the Desktop GUI application and the web portal interface for SAP.

Common User Interface Icons/Buttons

Summary of Interface Buttons (with Keyboard Shortcuts)

Working with Data

Document Owner: Charlie Dudley, J.D., Training & Development Officer

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 City of Portland
EBS Training & Development
Author: Charlie Dudley, J.D.
2016