Introduction to SAP Manual

Introduction to SAP Manual

Human Resources[26/10/2011]

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Table of ContentsTable of Contents.....................................................................................................................2

Introduction..............................................................................................................................4

Who is it aimed at?...............................................................................................................4

What will it show me?...........................................................................................................4

How will I learn about SAP?..................................................................................................4

What is SAP?.............................................................................................................................5

SAP website...........................................................................................................................5

SAP Helpdesk Contact details...................................................................................................7

Email..................................................................................................................................................7Phone.................................................................................................................................................7

How to log on to SAP................................................................................................................8

Changing your SAP password..................................................................................................10

SAP Easy Access screen...........................................................................................................11

Viewing information on SAP...................................................................................................14

Personnel Numbers.............................................................................................................15

Searching for a Personnel number.........................................................................................16

Locating information on SAP..................................................................................................19

The SAP Standard Toolbar......................................................................................................21

Enter/Continue.................................................................................................................................21Save..................................................................................................................................................22Back.................................................................................................................................................22Log off.............................................................................................................................................22Cancel..............................................................................................................................................22Print..................................................................................................................................................22Hard Copy........................................................................................................................................22

The lower toolbar...................................................................................................................23

Create...............................................................................................................................................23Change.............................................................................................................................................23Display.............................................................................................................................................23Overview..........................................................................................................................................23

Human Resources - SAP Training Manual

6Human Resources - SAP Training Manual

UNIVERSITY OF SALFORD

SECTION 1 – INTRODUCTION/OVERVIEW

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Introduction

Who is it aimed at?

This section is designed for people who have no experience of SAP at all. It does assume a basic level of competency with computers however. You should be familiar with the use of a mouse and the most basic operations of Windows-based packages (eg using menus and clicking on buttons or icons).

What will it show me?

The ‘Introduction to SAP’ manual will show you how to move around in the SAP software package, how to look up information held on SAP and introduce a few specific terms as well. Its primary function is to familiarise you with SAP before any of the other training modules.

*Other training modules will assume this section has been completed*

How will I learn about SAP?

This section can be used to familiarise yourself with SAP, with no need for further assistance. However, accompanying this manual there are SAP simulations which accurately mimic SAP and provide descriptions of why actions are carried out, as well as showing exactly how to enter information on to SAP.


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What is SAP?

SAP is a German software company that supplies business software to a huge range of different companies. Software has been developed to perform a similarly huge range of tasks.

The University of Salford has purchased two modules from SAP, to manage the University’s Human Resource (Personnel) data and to run the University’s payroll.

Typical tasks SAP will be used for will include recording dates of annual leave or sickness, processing travel expenses claims, maintaining Personnel data and running the University’s payrolls.

SAP contains key information for all the staff at the University of Salford, including personal information, pay information, and where the employee sits within the organizational unit (i.e. what school, college or department someone fits into).

This information is essential for reporting back to HESA and other organizations for the purposes of gathering statistics such as the student:staff ratio.

SAP website

This website holds all available training materials, including manuals, STT simulation lessons, some online training courses as well as general SAP information and contact details.

The website address is www.salford.ac.uk/hr/management-information


6Human Resources - SAP Training Manual

UNIVERSITY OF SALFORD

SECTION 2 – SAP BASIC CONTROLS

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SAP Helpdesk Contact details

The principal contact point is the SAP Helpdesk, which is manned from the SAP Shard Service Office in the Allerton Building, ground floor. Use the SAP Helpdesk for enquiries about access to SAP, the use of SAP or any other SAP related questions.

For SAP Training, you can contact the helpdesk through the following ways.

Email

[email protected]

Phone

0161 295 2121 [option 2]

You should contact the SAP Helpdesk Team for any issues relating to SAP, such as password problems, access rights and other training details.

If you are unsure of a Personnel procedural matter, please contact HR Advice in the first instance.


mailto:[email protected]

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How to log on to SAP

Double click on SAP Logon icon that is on the desktop of your PC:

You will then be presented with the screen below:

The screen displayed shows the two versions of SAP that can be used: Development and Production. “Development” is a testing and training version of the ‘live database’. It is used by the SAP Team to test new procedures and can be used for training purposes if the right access to the training database has been given.

“Production” is the live database, this should be selected for viewing or changing any information.


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Dependent on your access rights, you may have the option to view the “QAS” database, which is mainly used for testing through the ITS Team at the University of Salford.

For the main purposes of this section, we will be using the “Production” database, so follow the below instructions to proceed with the training:

Select Production

Click the Logon button (or double click on “Production”)

*Do not change anything in the Client field*

Enter your username into the User field

Enter your password into the Password field, then click the Enter key

The first time you use a new password you will be prompted by SAP to enter a password of your own choosing. If you have any issues with your password, please contact the SAP Helpdesk to arrange for your password to be unlocked/reset.


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Changing your SAP password

Enter username and password (as through the instructions above)

Click on the new password button

You will then be presented with the new password screen, as below:

Enter your new password in both of the displayed fields

Click the green arrow to enter the changes and log on to SAP (shown below)

You may be informed that your password has locked if you have entered it incorrectly 3 times or if you haven’t logged into SAP for 3 months. If you have any problems, contact the SAP Helpdesk to allow you to access the database.


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SAP Easy Access screen

The next screen displayed is the ‘SAP Easy Access screen’ which different users will have different menu options available for, depending on the access levels associated with the username.

This page should be treated as the main display page, where all sub-pages (‘infotypes’) come from.

Double click on a folder (eg Reports) to view the contents of the folder. Double click on a page under this (i.e. Display HR Master Data) to start to use the specific SAP page.


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FOR EXAMPLE

To view information about a person, double click on the Display HR Master Data.

To add or change information about a person, double click on the Maintain HR Master Data.

These can be found through the main menu (‘easy access’) as shown below:


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These are the 2 main checking and amending pages, and as such all of the pages within ‘Display’ or ‘Maintain’ will show any specific information which is needed. This can include basic personal data, pay details and all actions which have been put against a personnel number.

Once you are in the specific infotypes (or pages) then you can view personal information, bank details or other specific data which you need, using the display or overview buttons (explained in greater detail further on).


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Viewing information on SAP

Log on to SAP (instructions above)

Select Display HR Master Data from the SAP Easy Access screen

This will show the screen below, from where you can begin to search for staff and view their personal details.

There are various sections within this initial page which hold key data for viewing and amending as necessary. It is also worth noting that there are also several tabs which will contain data specific to that area (e.g. the Working Time tab).


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Personnel Numbers

Each person on SAP has a unique 8-digit number assigned to them, called the ‘Personnel number’. Each Personnel number has an attached post at the University of Salford, personal details for the staff member, payroll details, expenses details and other personnel-related information.

*People with two or more posts at the University will have two or more Personnel numbers*

Whenever SAP is used, the Personnel number will have to be entered. If this number is known, type it into the Personnel no field, if it is not known, a search must be made (details on how to search can be found below).

The personnel number should be used as a unique reference number for any request which is received and as such it is always worth making sure that you have the relevant number for any employee’s details you are dealing with.


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Searching for a Personnel numberThe personnel number field will usually always remain in a similar position, no matter what page you are on. It is usually found at the top left of the page, as shown below:

To perform a search, follow the below instructions:

Click in the Personnel Number field. The “possible entries” button appears (shown below)

Click on the “possible entries” button to give yourself some search criteria. You will be presented with a new pop up box, as shown below:


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Select the Last Name – First Name tab

Enter Last Name and/or First Name

*Searching is not case sensitive on SAP*

If there is any doubt over the way a name is spelt, use a wild card character (“*”). For instance, if you don’t know whether to use ‘McDonald’ or ‘MacDonald’, enter

“M*cDonald” to ensure both possibilities are displayed

It is usually possible to find a person by typing in the first 3 or 4 letters of both the First and Last names with a wildcard.

Click the Start search button (green tick)

Use the date of birth to select the correct line (making sure you have the correct member of staff), then click the Copy button (green tick). Alternatively, double click the required line

Click the Enter button (or press the Enter key on the keyboard) to view basic details for the that Personnel Number

Dependent on your view options on SAP, you may have the ability to perform searches for people no matter what page you are on, using the collective search help (shown below).


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Here, you can search for records on SAP through the same means of ‘Last name’ and ‘First name’. If you click on the ‘Collective search help’ option then you will be presented with a new pop up window as below:

Here, if you enter the values that you want to search with and press enter or click the green tick, you will be given all the search results.

From here, double click on the record you want to enter and it will populate the right hand side of the screen.


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Locating information on SAP

This section will give you an idea of where to find certain information, and how to access specific details on a record in SAP.

The below screenshot gives you an idea of what features can be utilized on the main display page for SAP.

Beneath the details of the name and post this record refers to, is a tabbed display. Four tabs are visible, the first one is called “Basic Personal Data”, and the second is called “Working Time”. Use the 3 buttons at the righthand side of the tabs to access those that are not currently visible.

Each tab holds a collection of record types. For instance, on the Basic Personal Data tab, it is possible to view “Actions”, “Addresses” or “Bank Details” amongst others. Each record type


Back (used to drop back a section)

Maintain overview (shows an overview of the actions in this section)

Display (shows the most recent action in this section)

Click here for addresses (once selected, choose either display or

overview)

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is displayed on a separate screen within SAP. SAP calls these different screens “Infotypes” (users of other databases might refer to these as forms/pages).

To view information on SAP for the chosen Personnel no., select the record type (eg Addresses) by clicking the button on the lefthand side of the line, then click either the Maintain overview button or the display button.

The Maintain overview button will show a summary of all the records of the type selected for the Personnel no.

Overview button

The Display button will show full details of the most recent record of the type selected for the Personnel no. (i.e. it will bring the first line from the overview to selection)

Display button

For example, to view someone’s University Internal Address Data, click the button on the left of the line, then click Display to see the current Internal Address or Maintain Overview to see a history of the changes to that person’s Internal address.

Use the Back button (green arrow) to move back one screen.

Back button

Each record on SAP has a specific date range for which it is valid, use the Period area of the screen to restrict records that will be displayed by date. For instance to view only records for the current year, click the appropriate radio button or enter the relevant dates in the From and To dates.

Please note that your username has a profile of Infotypes (screens) to which you have been given access, attached to it. You will only be able to view information on these screens, and will be refused access to information that is not relevant to your role within SAP. As such, the user of SAP will only have access to the records of staff within their specific area of the University.


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The SAP Standard Toolbar

SAP will nearly always have the same toolbar running across the top of the screen, which will give you the basic options for any screen you use. The below screenshot shows you an overview of what buttons are available and what they do:

Enter/Continue

This button checks, refreshes or updates the screen. If input errors have been made, a message will be displayed at the bottom of the screen. There are 3 ‘levels’ of message that can be displayed:

1. Error message (preceded with a red cross) – an error has been made. It must be corrected before any other action can be taken. The field containing the error will be highlighted.

E.G.

2. Warning messages (preceded with a yellow exclamation mark) – advises you of a situation but you can choose to continue. Review the message and use your judgement to identify if you need to take any action. Click Enter to continue.

E.G.

3. Information messages (preceded with a green tick) – informs that an action has been performed, no further action needs to be taken.

E.G.


Enter/Continue

Save

Back

Log off

Cancel

Print

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Save

This button saves any changes that have been made. If any further action is required before the changes can be saved a message will be displayed at the bottom of the screen.

Back

This button returns to the previous screen, without saving any changes made.

Log off

Use this to exit from SAP. You can alternatively use the buttons in the top right hand corner of the screen.

Cancel

Used to exit a screen if an error is preventing use of the Back key.

Print

This button prints the current screen. Not all screens can be printed; this button may be “greyed-out” meaning the button could not be used on the current screen.

Hard Copy

Alternatively, you can choose to complete a print screen, by clicking on the Customise Local Layout button on the far right of the SAP toolbar. Once you have done this, click on the Hard Copy button and a screen print will automatically print to your computer.


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The lower toolbarThis toolbar changes depending on the screen selected. The toolbar illustrated below shows some of the most commonly used buttons. Please note that these will only be available through either the Maintain HR Master Data Page or other varianets which would use the ‘create’ or ‘maintain’ options.

Create

The create button is used to enter new information on to SAP which could be in a particular type of format (i.e. ‘position’).

Change

This is used to change existing information on SAP, usually after selecting an action line to change or amend.

Display

The display option is used to view specific information on SAP (but information cannot be changed) and can be used for quick viewing of data held on SAP. This will usually bring the first line of action to the screen, and as such if you want to view all the details then it is best to use the overview button (described below).

Overview

This is used to all information of a specific type held on SAP for a particular infotype. For example, using this button on the addresses subtype will bring all the addresses to view on screen.


Create Display Overview

Change

Documents

Introduction to SAP Manual