2010-12-SAP Overview and Navigation Overview

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SAP Overview and Navigation

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SAP Terminology

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SAP Terminology

The following terms are mentioned in this Course Overview:

SAP R/3 Release

– Version of SAP R/3. HPPCL implementation will deploy ECC 6.0

Database server– Machine that houses the SAP R/3 system and provides a range of services to run the SAP R/3

system

Transaction Code (T-Codes)– A sequence of letters and/or numbers that identifies a transaction in SAP which is an

executable code entered by the end user

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SAP Terminology

SAP Client– Logical partition of the database.

SAP Session

– Users can create new windows or ‘sessions’ in the R/3. Up to a maximum of 6 sessions can be created at one time by a single user. Sessions are typically used to run concurrent SAP

transactions. Example: Running a report and creating a new sales order

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Introduction to SAP

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SAP – Company Profile

SAP AG = Systems, Applications, Products in Data Processing. It provides integrated business applications that support a wide variety of business functions.

German company founded in 1972, Headquartered in Walldorf.

SAP is the world’s largest inter-enterprise software company with 12 million users; 78,800 installations; 1,500 partners and 23 industry solutions.

Listed here are some examples of global companies that implement SAP: Exxon Mobil, Dupont, UBS, Airbus, Bristol-Myers Squibb Co, IBM and Texas Instruments.

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SAP – Company Profile

A comprehensive suite of integrated business applications.

Solutions designed with enterprises and users in mind.

Supports industry-specific solutions - E.g. : IS-Oil, IS-Banking.

Delivers real time, actionable information.

Grows with the business – Scalability.

Most comprehensive global enterprise software available.

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Modules to be implemented

Finance

Materials Management

Project Systems

Quality Management

Document Management Systems

Human Resource and portal

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Organization StructureOrganization Structure

Data TypesData Types

Master DataMaster Data

Output ProcessingOutput Processing

ReportingReporting

Basis SystemBasis System

Process IntegrationProcess Integration

Module OverviewModule Overview

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Financial Accounting

ã SAP AG

Profit center

Financial statement

Overhead costs

PURCHASING

INVENTORY MANAGEMENT

SALES

Accounts receivableaccounting

FI-AR

Accounts payableaccounting

FI-AP

General Ledger

Profit & LossBalance Sheet

Assetaccounting

FI-AA

HUMAN RESOURCES

FIFI

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Asset Management

Financials

Investment measure

PurchasingGoods receipt

Production(order)

ASSETAcquisition

and Production

Cost

Supply Chain Asset Accounting

Depreciation

Bal. sheet

P & L

Controlling

General Ledger

Cost center

Profit CenterBal. sheet

P & L

Planned costs

Actual costs

AMAM

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Master Data

MaterialBatchesVendorG/L Accounts

MRP

InvoiceVerification

Internal/ExternalInternal/ExternalAccountingAccounting Sales

Goods Receipt TransferPosting

GoodsIssue

InvoiceReceipt ?

Inventory Management

Internal ProcurementProduction

External ProcurementPurchasing

MMMM

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Quality Management

The Quality Management Process is basically integrates all the logistics processes

Quality Management


ProductionPlanningand Control

Sales andDistribution

Maintenance and Service

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Quality Management - Procurement

Stock postings:- available qty- return qty

Stock postings:- available qty- return qty

Usage decisionUsage decision

Quality notification

Quality notification

Material movements

Quality notifications

Results recording,Evaluation of insp.

characteristics

Results recording,Evaluation of insp.

characteristics

Goods ReceiptGoods Receipt

Inspection lotInspection lot

Stock categories:- inspection stock- blocked stock- available stock

Stock categories:- inspection stock- blocked stock- available stock

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Quality Management - Delivery

Delivery noteDelivery note ShipmentShipment

Insp.lot

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Project System

The Project System module aims at handling the entire project execution of a project

It enables cost planning , budgeting , revenue analysis and monitoring of key activities in the project

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Document Management System

Document Management System aims at managing all the the documents which are used in execution of a particular project

It typically has following features :

Stores Documentation and drawing at a single place

Can be accessed in real time from anywhere

Document can be used in workflow and can have many status

Saves main SAP R/3 server from overloading

All file formats can be stores and saved in DMS

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Human Resource Management

The Human Resource module aims at managing the entire set HR activities which are executed in day to day business .

The list of sub modules which will be considered for implementation in HPPCL is as follows

• Personnel Administration • Organization Management• Performance management system• ESS• Travel Management• Payroll

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ReportingReporting




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Organization Structure – FI / CO

CLIENTCLIENT

CONTROLLING AREA

CONTROLLING AREA

CONTROLLING AREA

CONTROLLING AREA

COMPANYCODE 01

COMPANYCODE 01

COMPANYCODE 02

COMPANYCODE 02

COMPANYCODE 03

COMPANYCODE 03

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Profit Center Hierarchy

COMPANYCODE 01

COMPANYCODE 01

COMPANYCODE 02

COMPANYCODE 02

COMPANYCODE 03

COMPANYCODE 03

CLIENTCLIENT

CONTROL-LING AREA

CONTROL-LING AREA

CONTROL-LING AREA

CONTROL-LING AREA

CONTROLLING AREACONTROLLING AREA

PROFIT CENTERGROUP

PROFIT CENTERGROUP

PROFIT CENTERGROUP

PROFIT CENTERGROUP

PROFIT CENTERPROFIT CENTER



COSTCENTERCOST

CENTERCOST

CENTERCOST

CENTERCOST

CENTERCOST

CENTERCOST

CENTERCOST

CENTER

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Organizational Elements - MM

Client

Company Code

Purchasing Organization

Plant

Storage Location

PurchasingGroup

Group

Company Subsidiary

Storage location

Storage location

Storage location

Storage location

Plant Plant

Purchasing Org.

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ReportingReporting




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Data Types in R/3

Plant Plnt Section PersResponsible Phone

100010002000

010100100

3000 100

WeberMeyer

SchultzLevy

17571964

7566

2637

Purchase Order

1

2

Transactional Data: A document is created for every business transaction and activity

is recorded in SAP. Transactional data is the business information. For instance purchase order, goods receipt, accounting posting.

Master Data: Master data is core information that is shared across applications. For instance customer, material, vendor, and asset data.

Table Data (Customizing): Table data is the data that is specially configured for the

business and controls the operations in the system. For instance payment terms, tolerance settings, pricing

condition tables.

Master Data

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37 Copyright Accenture 2001





ReportingReporting




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Master Data

Master data refers to data records that are held for a long period of time in the database. Master data includes for example customers, suppliers, materials and accounts. Master data may be used across modules.

Master data contains information that is always used in the same way. For example the master data of a cost center: the name, the person responsible and the hierarchy area remains the same over the time the cost center is used.

Most of the master data is assigned to organizational units. For example Vendor master data shares the sales and distribution and financial accounting data. One customer master record may be assigned to the following organizational units:

Company code

Sales organization

Distribution channel

Division

Master Data(For example, Vendor

master data)

General Data(cross-company)

Accounting Data(relevant for company

code only)


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ReportingReporting




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Output Processing

Output

Timing

Communication Method

Printer FaxTelex

EDIOnline(output to screen)

.............................. .............................. ..............................

. . . . . . . . . . . . . . . . . . . . . . . .

Immediately(e.g., create an order)

On request(e.g., print transaction)

With next selection runor at a specified time

(e.g., scheduling)

.............................. .............................. ..............................

. . . . . . . . . . . . . . . . . . . . . . . .

.............................. .............................. ..............................

. . . . . . . . . . . . . . . . . . . . . . . .

.............................. .............................. ..............................

. . . . . . . . . . . . . . . . . . . . . . . .

.............................. .............................. ..............................

. . . . . . . . . . . . . . . . . . . . . . . .

.............................. .............................. ..............................

. . . . . . . . . . . . . . . . . . . . . . . .

.............................. .............................. ..............................

. . . . . . . . . . . . . . . . . . . . . . . .

Each time a document, e.g. order, delivery note or invoice is saved an output format is generated. The output format represents a message in R/3. The message is forwarded to the message queue.

Messages can be released either automatically or manually for printing or other output.

Individual messages can be released during processing via the different communication media.

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ReportingReporting




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Reporting

Types of reports

Standard reports Reports delivered with R/3 to meet

standard reporting needs.

ABAP/4 reports Customized reports for particular reporting

needs.

ABAP/4 queries Provide basic lists, sorted and totalled by

various criteria.

Report painter / writer An ABAP/4 coded generator, which allows

the end user the opportunity to define report rows and columns for customized reporting.

ABAP/4 = Advanced Business Application Programming Language

R/3 reports provide transaction-level data.

Reports are organized by application using report trees.

R/3 contains standard reports for each area, but reports can be customized to meet specific company requirements.

Reports include drill-down, sorting and summarizing features and can be downloaded for the use in other applications, e.g MS-Excel.

Financial Reporting

Profit & Loss Statement

Balance Sheet

P&L year to year comparison

Balance Sheet y-to-y comparison

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ReportingReporting




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Basis Management

Basis management maintains the technical environment and the structure of the R/3-system.

The tasks of the basis management includes:

Installation of R/3 software on servers and workstations.

Client copying and maintenance.

Backups of the system files

Monitoring system performance and resolving problems, for example ABAP runtime errors.

Printer administration for R/3 servers and workstations. Monitoring print queues and troubleshooting.

User administration, creation and maintenance of user names and passwords.

Setting up transportation system for transferring configuration between the clients.

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Technical Architecture

Application server

Workstation

Database server

The SAP R/3 architecture is based on a three-tier client/server principle.

Presentation Application Database

Dedicated servers linked by communication networks can be used to perform certain tasks without sacrificing integration of data and processes within the system as a whole.

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The Client Principle in R/3

Hardware

R/3-System Clients

Production Client (ex. 777)Test

Delivery Client (000 & 001) Development

Production

R/3R/3Client / ServerClient / Server

ABAP/4ABAP/4

COCOControllingControlling

AMAMAsset MgmtAsset Mgmt

PSPSProjectProjectSystemSystem

WFWFWorkflowWorkflow

ISISIndustry Industry SolutionsSolutions

HRHRHumanHuman

ResourcesResources

SDSDSales & Sales &

Distribution Distribution

PPPPProductionProductionPlanningPlanning

QMQMQualityQualityMgmtMgmt

FIFIFinancialFinancial

AccountingAccounting

PMPMPlant Main-Plant Main-

tenancetenance

MMMMMaterialsMaterials

MgmtMgmt

You can have different clients for different purposes.Data can be moved via transportand corrections from one client

to another.

Sand box

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ReportingReporting




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Procurement

Goods ReceiptGoods Receipt Invoice Verification

Invoice VerificationPurchase OrderPurchase Order

Requirement for Goods/

Services

Requirement for Goods/

Services

Financial and Managerial Reporting and AnalysisFinancial and Managerial Reporting and Analysis

G/L COS / Inventory/

GRIR

G/L COS / Inventory/

GRIR

G/L GRIR/Expe

nse AP Invoice

G/L GRIR/Expe

nse AP Invoice

Vendor Payment

Vendor Payment

MM

FI

Purchase Invoice

Material Quantity and

Value

Integrated Business Process Overview

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Sales Logistics

DeliveryDelivery Goods Issue

Goods Issue BillingBillingSales OrderSales OrderPre-Sales

Activities

Pre-Sales Activities

Financial and Managerial Reporting and AnalysisFinancial and Managerial Reporting and Analysis

SD Sales InvoiceMaterial

Quantity and Value

Integrated Business Process Overview

G/L COS / Inventory

G/L COS / Inventory

AR Invoice / GL

Revenue

AR Invoice / GL

Revenue

Customer Payment

Customer Payment

FI

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SAP Process Integration Overview – Finance Management /Accounting & Reporting

COST CENTERACCOUNTING (CCA)

INTERNAL ORDER ACCOUNTING (OPA)

PROFIT CENTER ACCOUNTING (PCA)

GENERALLEDGER

ACCOUNTING

ACCOUNTSRECEIVABLE

ACCOUNTSPAYABLE

ASSETMANAGEMENT

FINANCIAL ACCOUNTING (FI / AM)

FINANCIAL REPORTING (FI)

MANAGEMENT REPORTING (CO)

SDSD

MMMM

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Log on to the R/3 System

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Log on to SAP System

To log on to SAP, you need to launch the SAP R/3 Logon Window. There are 2 options of doing this

Option 1 : via Start MenuStart Menu Programs SAP Front End SAPlogon

Via Start Menu

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Option 2 : via SAP Logon shortcut located on your desktop

Via Shortcut

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Independent Client Databases

ProductionDevelopment

100 400

365

365

Quality

Instance

End Users logging on to SAP

Server

Golden Master Testing

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1. Select the appropriate group/server and highlight the line

2. Click on the logon button

SAP R/3 Logon Window

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Change Password

Client

Username

Password

Logon Language

SAP Logon Screen

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For first time users logging onto SAP, you will be prompted to change your password

1. Change your password

at this input screen,

2. New password must be

keyed in twice

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Once you have logged onto SAP successfully, you should see the SAP Easy Access screen

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There are 3 ways to log off SAP:

Using the icon at the upper right-hand corner of the screen

Menu path: System > Log Off

Type “/nex” in the command field

(closes all sessions without confirmation

prompt)

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Basic Screen Elements in SAP

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Basic Screen Elements

Screen Header

Screen Body

Screen Banner

Menu bar

Standard Toolbar

Title bar

Application Toolbar

Status Bar

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Menu Bar

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Save

Back

Exit

Cancel

Print

Find

Find Next

First Page

Page Up

Last Page

Page Down

Enter

Help

Layout Menu

Create Session

Create Shortcut

Command Field Activator/Deactivator

Standard Toolbar Buttons

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Activator/Deactivator

Status Fields

Message Area

Status Bar

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Server ID Data Entry ModeSystem ID

Session IDClient ID

System Information

Status Bar: Status Fields

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Title bar Contains title of current transaction

Application Toolbar

Shows which functions are available in the current application, different for every transaction

Title bar and Application Toolbar

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Basic Navigation

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There are 3 ways to start an SAP transaction:Easy Access: drill down

Standard menu treeFavorites (User defined)

Transaction codes: jump directly to any transactionShortcut on your desktop

Starting an SAP R/3 Transaction

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All transactions appear on the menu tree

“Drill down” as in Windows Explorer

SAP Easy Access: SAP Standard Menu

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Commonly referred to as “T-Codes” Unique four to five character code used to start an SAP R/3 transaction

Comprised letters, numbers, and special characters

Transaction code (not case sensitive)

SAP Easy Access: Using Transaction Codes

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First two characters identify the general areaME Purchasing

Next two characters usually indicate the type of transactionMEx1 CreateMEx2 ChangeMEx3 Display

SAP Easy Access: Using Transaction Codes

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Displays “T-codes” for easy reference and helps you start a transaction

SAP Easy Access: Using Favorites

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From anywhere within the SAP R/3 system:Typing “/n” returns you to the SAP Easy

Access “Home” screen.

Typing “/n” and a transaction code (here, ME21N) closes the current transaction and

begins a new transaction.

Command Fields - “/n” Function

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Add:

Transactions Reports Files

Create a customized tree structure

SAP Easy Access: Favorites

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After you have located a transaction:Click Add to Favorites button or,

Right click on the transaction line item and select Add to Favorites

SAP Easy Access: Creating Favorites

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To change a Favorite:– Select the Favorite– Click to edit the transaction name of the Favorite– Enter new description– Click

SAP Easy Access: Changing Favorites

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To delete a Favorite:– Select the Favorite– Click or right click on Favorite and select “Delete favorite” option

SAP Easy Access: Deleting Favorites

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Right-click on the folder below which you want to

create a new folder

Select “Insert new folder”

Enter a folder name, for example, “Monthly”

Click

New folder name called ‘Monthly’ is saved

Favorites: Creating Folders

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Click and drag Favorites from one folder to another Click or to move favorites down or up, respectively

Organizing Favorites

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Fields and Field Function

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Input fields: Use Tab key to move from field to field

Radiobuttons

Check Boxes

Display fields

Transactions can contain 1 or more screens where data has to be filled out

Types of Fields

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Requiredentries

A screen can contain optional or required fields

A Warning appears if required fields are not completed

Required Fields

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Click here or press F4

Field value search possible

Possible values Functions

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Search criteria

Tab left

Selection Options

Tab right

List of criteria

Multiple Selection

Search Functions

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Selection Options

Selections Options

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Multiple Selection

Individual values

From values

To values

Multiple Selections Options

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Asterisks within the search field serve as a wildcard, a substitute for any characters in a field that you do

not know. When using wildcards, you can

enter just a part of the item for which you are looking.Area for graphic*1000*

1000*

*1000

Wildcards

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Wildcards and Entries Found Hit List

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You can:Use multiple sessions to work on more than one transaction at a time E.g.

Creating a sales order and running a report in the background Create a new session from any screen in SAP R/3

Start a new session without losing data in your current session. However, if you close your current session without saving, you will still lose data

Create up to a maximum of six sessionsOpen multiple sessions however, it is recommended that no more than 3 sessions

be opened at any one time. Creating more sessions causes the system processing to slow down and you may lose track of the tasks you are executing

Using Multiple Sessions

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There are 3 ways to create multiple sessions:

Click on Standard Toolbar

Type “/o” and a transaction code in the command field to open a particular transaction in a new session

Select the Menu path: System Create session

Creating Multiple Sessions

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This indicates multiple sessions

Managing Multiple Sessions

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Kindly provide feedback on the course material & methodology.

Thanks a lot !!!

Documents

2010-12-SAP Overview and Navigation Overview