SAP Navigation Training

 SAP AG
 Course Goals

This course will enable you to:

 Understand how SAP GUI works

(SAP GUI is the secured access to SAP system)
 Understand how to Navigate through SAP.
 Course Objectives

At the conclusion of this course, you will be able to:

 Log On and Off SAP

 Use SAP Basic Functions

 Navigate SAP Transactions

 Use Application Work Areas

 Use Search Helps

 Set Parameters in the User Profile

 Use SAP R/3 Help

(R/3 – the SAP version the district is using for Finance).
 Chapter 1 Goals

After completing this chapter, you will be able to:

 Log on to the SAP R/3 system

 Change your Password
 Create multiple sessions of SAP R/3
 Log off the system
 Logging On
SAP Logon from Start Menu
 Logging On
SAP System selection window
 Two Tabs:
 Shortcuts **Use this one!
 System (gives you options to
change clients and change
password)

 4 Shortcut Buttons
 Log On
Don’t
use
 New-Item these.

 Change-Item
 Delete-Item
 Logging On

A new window appears

Enter your user-ID
Enter your Password
The first time you use SAP you
need to reset your password.

The client number as well as

language are entered by your
administrator and defaulted
Press Enter on your
keyboard
 Passwords
Password Basic
 You can use upper case letters or lower case letters in your password (SAP
R/3 does not distinguish between upper and lower case letters).
 You can use any combination of characters (a ....... z, 0.....9, or punctuation
marks)
Password restrictions
You cannot begin a password with:
 ?, !, or a blank space
 three identical characters (fffce).
 any sequence of three characters that are contained in your user name (for
example, using “bill," if your user name is 99biller)
Other bad ideas:
 Do not use pass as your password
 Do not use any of your last five passwords
 Logging On

 The initial password is given

by the administrator
 The system automatically
displays a dialog box
 Enter your new password in
the New password field
 Enter exactly the same
password in the Repeat
password field
 Select confirm
 Main Menu Screen

The main menu screen is displayed (standard SAP)

 Various Keys
Exit Keys

Back Cancel

Exit Transaction
Or Log Off
Create New Session icon
 Sessions
Running Multiple Sessions
 When you sign onto SAP R/3, you create a ‘session’. You are
allowed to have more than one session active at the same time.
You can ‘open’ a new session any time and from any SAP R/3
screen without losing data in the existing sessions.
Example-While creating a req. you need to look up acct balances.

Multiple ways to create a new session

 Like most other functions in SAP, many ways exist to execute the
same command. For this procedure, you will be given every way
possible to create a new session in order to demonstrate this
capability. In general, people will find the way that best suits them.
 1st Way  To open a session by menu path, click System  Create
Session.
 2nd Way  To open a session using the icon toolbar, click the Create
New Session icon.
 3rd Way Right click on the SAP icon in the Taskbar, (not the Log On
icon) and select Create session
Viewing current sessions
 To view a listing of all sessions by command prompt,
type “/o” in the command field and press Enter.

Generate will create a new blank session.

Switching between sessions

 Windows allows you to use the Alt + Tab Method to
move from session to session. Do the following to
switch between sessions:
 Hold down the Alt key with one finger.
 While holding Alt, press and release Tab.
 Logging Off
Log Off System
 Exercise

1. Log Off all Sessions

2. Log In
3. Open a Transaction
4. Create a New Session

Hint: See page 3.

 Chapter 2 Goals
After completing this chapter, you will be able to:
 Locate and describe the basic functions of the SAP R/3 screen
elements
 Locate and explain the functions of the menu items on the
SAP R/3 menu bar
 Locate and describe the functions of the buttons on the
standard toolbar
 Locate the buttons on the application toolbar
 Locate and describe the various fields on the status bar
 Describe the purpose of the function keys
 Window Functions in SAP

SAP Window Functions

Pull-Down Menu Bar [

Standard Tool Bar [
Title Bar [ Command Field
Application Tool Bar [

Status Bar [
Messages (Errors, Document #’s …)

(Bottom Right) [
(ME51N) Window Functions in SAP

Options

Push Buttons

Checkboxes

Tabs

Status Bar
 Typical Icons
Scroll buttons Layout menu
Enter
First page, previous page, next Customizes the
Confirms entered data page and last page
Does not save work •Display options
Back •Printout the screen
Returns to previous screen F1 Help (Hard Copy)
without saving data Provides help on the field where
the cursor is positioned

Create shortcut
Command field Print
Create a shortcut to any
Used to enter command, Print current screen report, transaction
transaction code. To display
it, click the arrow
Cancel Create session
Exit current task Create a new session
Save without saving data

Saves the work Exit Find and Find next

Returns to initial screen
Search for data in current screen;
without saving data
extend research
Function Keys

Function Function Key

Help F1
Back F3
Possible entries F4
Select view(s) F5
Organizational Levels F6
Data F7
Cancel F12
Exit SHIFT+F3
Other material SHIFT+F5
 Chapter 3 Goals

After completing this chapter, you will be able to:

avigate in SAP Easy Access

 Navigate in SAP R/3 using the menu paths

 Navigate in SAP R/3 using transaction codes
 Easy Access

 SAP Easy Access is new front end-

user interface implemented from
SAP 4.6A
 SAP Easy Access allows the
definition of user-specific menus
 It can contain transactions, reports,
web addresses the user needs to
perform his daily tasks
 It appears when the user logs on in
SAP
 The user can also define his
favorites list
 Easy Access
 Select Extras>Settings in the menu bar. The window
comes up. Click one or many options. Click Enter.
 Each user can specify whether:
 Her/His favorites appear before or after the menu
 Only the favorites appear
 Technical transaction names appear in the tree menu
 The graphic on the right side of the screen appears
 Menu Paths
SAP R/3 uses a ‘menu path’ structure for navigating in and
out of application screens similar to Microsoft Windows
Explorer

Microsoft Windows Explorer SAP Menu Path

 User Menu
User Menu display

This screen shot is

“To be Announced”.
You will have access to
display all screens, however,
you will be limited by your
security as to what you can
change.

SAP Menu User Specific Menu

 Creating Favorites

 Each user can create her/his

favorites
 Favorites can contain
 SAP transactions
 Files or Web addresses
 Favorites can be organized in
folders
 Select Insert folder in menu/
name your folder and press the check mark.
 Favorites can be moved or
renamed (changed)
 Select Move or Change
 Creating Favorite SAP Transactions
 To insert an SAP transaction in
favorites
 select a transaction then Favorites
> Add on the menu bar
This will show the menu path in your favorites.
OR
 select Favorites > Insert
transaction. Enter the transaction
technical name, then press enter
OR
 select a transaction, keep the
mouse button pressed and drag
the item to the desired position.
Release the button OR
 Right Click Favorites
 Favorites
Favorites

(Click and Drag)

This will give you
the name and T-
code only in your
Favorites list.
 Creating Favorite Files and Web Links
 To insert a web address or a
file in favorites
 Select Favorites> Add other
object.
 Select web address or file.

 Fill in the Text field (with a

name) and fill in the Web
address or file (www.xxx.com
OR click the field box to show
the Browse button . Find
and double click on your file. )
Press Enter.
 Transaction Codes

What is a Transaction Code?

 A transaction code is a 4 or 5-character code that identifies a
transaction screen in SAP R/3. For example, the transaction code
associated with creating requisitions is ME51N. If you know the
transaction code for a screen, you can jump directly to that screen
without using the menu path.
Why Use a Transaction Code Instead of the Menu Path?
 Using transaction codes instead of menu paths in most cases is a
matter of personal preference. You may find that transaction codes
are quicker to use than menu paths.
 Transaction Codes

It is important to note that even if you choose to

frequently use transaction codes, you should still have a
clear understanding of how to use menu paths. While you
may not always know the transaction code for a screen,
you can always use the menu path to locate the
transactions in the system.
 To go to a screen in the current session, type the transaction
code in the Command field then press Enter..
 To open a new session, type “/n” before the transaction code.
 T-Codes from the History List
 In the Transaction Code field, click the document icon.
 The History list displays. This is a list of all transaction
codes recently used.

 Highlight a displayed item or scroll down the list to

display desired transaction and click.
 Selected transaction code appears highlighted in the
transaction code field.
 Press Enter.
 Open Transaction in a New Session

 To open a new session containing a specific transaction,

type “/oXXXX” (XXXX = Transaction code) into the
command field and press Enter.
 A new session displays with the entered transaction.

 Remember, you can have 3 sessions of SAP open at a

time.

**Delete everything in your Favorites folder by

highlighting each item and pressing the Delete key
on your keyboard.
 Exercise

1. Drill down to ME51n, (Create Purchase

Requisition) and add it to your Favorites
folder.
2. Insert a web site into your Favorites
folder.
3. Using your Transaction History go to the
ME51n screen.
 Chapter 4 Goals
After completing this chapter, you will be able to:

 Identify the components in the application work area

 Enter data into SAP R/3 fields

 Insert data using list boxes

 Know how to customize their local display of SAP
 Application Work Area
Application Work Area

Here, data is entered and/or displayed. The work area of the screen
contains many different types of fields and display objects. This section
describes the common objects found in the application work area.
 (Display MIGO) Data Entry Fields
 Data entry fields allow you to enter new data or change existing
displayed data. Their white background identifies them. All data
entry fields have a name or a label, which refers to the data that
can be entered into the field. You enter data in a field by putting
the cursor in the field and typing the data you want. Data entry
fields may contain default data (which you can change).
If you are not sure what type
of data to put in a field you
can click in the field and
press the Help button |
to get information about the
(MIGO Screen) field.
Required Data Field
 A special type of data entry field is called a required field. This
field must have data entered in it in order for the screen to be
completed. Required fields are sometimes identified by checked
box in the field.
 Types of Data Entry Fields

Simple Drop Down (MIGO Screen)

 If a field has a list icon in the field it contains a simple drop

down list. This is a short, limited list from which you must chose
a field value (that is, no typing).

Input Fields (MIGO Screen)

 SAP Input Fields are similar to Windows programs:

 The active field has the flashing cursor.
 Most of the time, the limit to the length of data allowed in the
field is indicated by the size of the box.
 To move to the next field, press Tab. Pressing Enter will Execute
the transaction.
 Types of Data Entry Fields
List Display
 On the ME51N transaction, click in the Material Group field and click the
Search icon.
 A dialog displays with a listing of all possible selections for this field. Double
click to select an item.

Date Fields
 Date fields in SAP R/3 have a feature that works like a hidden list box. You
can display a calendar for a date field and select any date without having to
enter it manually. To display the calendar:
 In the ME51N transaction, click in the Delivery Date field then click the Search
icon.
 A calendar displays. The system displays the current month; today’s date has
a box around it. Double click to select a date.

(Short cut press F4 then F2 for current date.)

 Buttons and Check Boxes
Buttons and Check Boxes

Customizing Local Layout (ME51N)

(on most screens).

Radio Buttons

Check Boxes
 Printing a Hard Copy

Press the Customizing Local

Layout button and click on
Hard Copy.

Print a screen shot.

 Chapter 5 Goals
After completing this chapter, all students will be able to:
 Select a key from a list of valid entries
 Perform a search help inquiry
 Use a wildcard character in a search popup box
 Change the search category
Help Functions
Help Functions (F1 vs. F4)

F1 F4

(Same as Browse Button)

 Field Help
You can get help on fields
and field input by clicking on
the field then:
pressing F1 on the
keyboard, or
clicking on

A dialog box with the

definition of the field appears
 Searches
Searches In the dialog box to the
left, you can search by
material description,
material number, or
both. Example “d*”.

Results
The results of the
search will appear in
the form to the right.
These results may also
be sorted.
 Search Help Box
Search Help dialog

Use the tabs,

arrows or quick
find box to
change the
search category.

From the ME51N screen to search Vendors, press the Green Checkmark to
show a list of vendors. Or type the first letter and an * in the Name column
and press the Green Checkmark to Start Search.
 Exercise

1. Find the Vendor # for BALLOON EXPRESS.

2. On the ME51n screen find the definition of
the “A” field. (3rd from left).
 Chapter 6 Goals
After completing this chapter, you will be able to:
 Access field-specific Help
 Access Application Help
 Access SAP R/3 Help Library
 Access terms in the SAP R/3 glossary
 Field Level Help

 Field-specific help displays information for a field when

the cursor is currently in that field. To demonstrate this
process, access any transaction.
 In order to use field-level help you must have the cursor
in the field you want. To access help on the desired
field, do the following:
1.Click once in the desired field.
2.Press F1.
The appropriate help window displays help
information for that field.
3.To exit the help window, click or in the pop-
up window.
 Application Help
 Choose menu path Help  Application help.
 The system identifies where you are and displays the
appropriate help area.
 The current displayed topic is part of a larger set of
online documentation for SAP. You can read the
information in the current window, and move forward
or backward in the area by clicking the buttons at the
top of the window.
 To return to the SAP screen, click .
 SAP Library
 Select the following menu path: Help  SAP
Library. The SAP Website screen displays.
 A list of functional topics displays.
 Select a topic by clicking on it.
 Another list of sub-topics displays for the topic you
selected.
 Click on the appropriate sub-topic to reach a table of
contents for the functional sub-topic you want.
 SAP Glossary

 Select the following menu path: Help  Glossary.

The “Glossary List” popup box appears.
 The list displays in alphabetical order.
 Use the scroll bar on the left side of the window to view
the entire list or click on the appropriate letter.
 When you find the term you want, click on it.
 To close SAP Library-Glossary click
 Exercise

1. Using the appropriate Help, find the Definition

of Business Workplace.
 Chapter 7 Goals
After completing this chapter, you will be able to:
 Navigate in the Business Workplace
 Send a message to another SAP user
 View your messages
 Delete your messages
 Use the Appointment Calendar
 Accessing the Business Workplace

Click on the
Business
Workplace
button.
 Navigating the Business Workplace

View contents
by clicking on
the triangles.
 Composing a New Message

Click on the
New Message
button to
compose a
message to a
SAP user.
Composing a Message

Same as Subject Line

Message area

SAP User ID,

choose SAP Logon
Name, check the
Express Mail, CC or
BCC check box.
 Sending a Message

Send

Attach

Cut, Copy, Paste Undo, Redo, Find, Find Next

 Prompt to Check Messages

Check Choose Inbox brings you to

brings doesn’t do your Inbox and
you anything. displays a list of
back to messages.
BW.
 Checking Messages

Click on a Title to view

the message in the
bottom section.

Click on a category
to see its contents.
 Viewing an Individual Message

Double click on a Title to view the message in a

full screen. Click the back button to back to
Business Workplace.
 Deleting Messages

Delete a message by clicking on the Title and

dragging it to your Trash Can, OR click on the
Title to highlight the message and press Delete
on your keyboard.
 Viewing Messages in the Trash

Click on your Trash can to view the contents.

 Emptying the Trash

Delete Button

Empty Trash by highlighting a message

and pressing the Delete button on the
toolbar. Press “Yes” on the Confirmation
message.
 Trash and Shared Trash

Documents, distribution
lists, and folders that
were deleted from the
shared folders are stored
in the shared trash.

Only the administrator

can access the shared
trash.
 Appointment Calendar
From the BW main screen press the Appointment Calendar button.

Click on
the date
to view
a day.

Click on
Press the Create
a week Appointment button
number
to view to schedule an
the
week. appointment.
Create Appointment

Fill in…
Title (name)

Date and Time

(Military Time)
Room

Description

Press Check to
Create Appt.