SAP Navigation

COURSE OBJECTIVES

Understand terms and concepts in SAP Access the SAP system Understand and use the Easy Access screen and

other screen components Learn how to navigate within SAP Learn how to work with different sessions of SAP Learn how to set up your work area to make your job

easier Learn how to print and download reports Access Help functions Access TITAN training materials Understand how to run training tutorials

SAP BasicNavigationSAP BasicNavigation

Lesson 4: Navigating in SAPLesson 4: Navigating in SAP

Lesson 5: Working with SessionsLesson 5: Working with Sessions

Lesson 3: Screen FeaturesLesson 3: Screen Features

Lesson 1: SAP OverviewLesson 1: SAP Overview

Lesson 2: Log on/off SAPLesson 2: Log on/off SAP

COURSE OVERVIEW

Lesson 6: Customizing your WorkArea

Lesson 6: Customizing your WorkArea

Lesson 7: Printing & Downloading Reports

Lesson 7: Printing & Downloading Reports

Lesson 8: Finding HelpLesson 8: Finding Help

Lesson 9: Accessing Training Materials

Lesson 9: Accessing Training Materials

Lesson 1: SAP Overview

SAP stands for Systems, Applications, and Products in Data Processing

The SAP system is a

fully-integrated system where activities in one area generate activities in another area

The system provides online, real-time information and one place for input of data

Modules in SAP SAP is made up of various

functional modules Each module covers a different

business function Tarrant County is using the

following modules:

CO ControllingFI Financial Accounting HR Human Resources/Payroll

MM Materials Management GM Grants Management

FM Funds Management

TC is also using the ESS (Employee Self Service) web-portal for employees to enter time data and maintain personal data. This data is then updated automatically in the SAP system.

Data

SAP contains two types of information►Master Data

A collection of information about an object or person It is referenced whenever that object or person is used in an

entry field This data does not normally change Examples are address and payment information for a

supplier or customer

►Transactional Data Information associated with a specific business activity Users enter this information in SAP Changes from day to day Examples are:

– Personal time entries– Invoice information– Purchase requisition information

TermsStandard SAP terms: Application – computer program Client – unit in SAP system where data is input, changed, and managed Data – pieces of information; numbers or text ERP – Enterprise Resource Planning; designed to integrate and run all

aspects of an organization Information – data that has been collected Integrated – transactions that are completed in one module or process

trigger transactions in other modules Menu Path – sequence of menu selections that should be followed to get

to a function or screen Module – portion of SAP system that carries out a specific business

function Real-time – describes how data that has been entered into the system is

available immediately after the transaction has been saved. Everyone has access to the same data.

Session – instance of SAP; allows multi-tasking within system Transaction – screen or series of screens to create, display, or change data Transaction code – (t-code) unique identifier for each transaction that

allows you to get to a transaction without going through the menu User role – assigned to each employee; set of activities used by the

employee Variants – a saved set of personal selection criteria which can be used for

lists and reports

Terms (cont’d)

Tarrant County terms: GASB – Governmental Accounting Standards Board Go-Live – date when SAP module is scheduled to run live in

production system► Phase I – 10/01/03► Phase II – 07/06/04► Phase III – 04/01/05

Legacy System – existing County system that either interfaces with SAP or provides data for start up of SAP

Production System – live SAP system used for normal operations

SME – subject matter expert; County employee who has experience or expertise in a specific functional area

TITAN – Titan Integrated Task Access Network; County implementation of SAP system

Lesson 2: Log on/off SAP To log on, click SAP Logon Icon

on your desktop

Select the SAP client to access► PRD = Production► TRN = Training (Sandbox)

Double click on selected client or click Logon button

Ensure the Client Id field is correct or change if needed

► Production = 400► Training Sandbox = 520

Enter user Id and password► User Id and initial password

assigned by TC IT Dept.► Tab from User Id to Password

field► Just type your password in the

field to overwrite the symbols that are there

► This is the same user Id and password that you currently use in either ESS or SAP

Saplogon.lnk

Password Management

The first time you log on the SAP system, you will be prompted to change password

Put your cursor at the beginning of each field and enter the same new password in both fields, overwriting the symbols in the fields. Click

TC Password Rules

The same password is used for SAP and ESS in production

8 characters; 1 must be numeric Cannot be same as user Id Cannot be same as prior 5 passwords Required by TC policies to change every 45 days Keep a record of your password Don’t share your User Id or Password

Log off

To log off, click on Exit icon on standard toolbar

A pop-up window will be displayed asking whether you really want to log off►Click to

continue log off process

Click ‘X’ in upper right corner of SAP logon pad on desktop

Lesson 3: Screen FeaturesEasy Access Screen

EnterIcon

SAP Pull-down Menu

SAP Standard Toolbar

ApplicationToolbarCommand

Field

Status BarSession and

SystemNumber

Minimize, Maximize,

Close buttons

Menu Path

This is the standard screen

displayed when you log on to

SAPDivider can be adjusted from left to right by putting your

cursor on the line and dragging

Standard Toolbar Icons Functionality

- Confirm information entered

- Save entered information

- Move to previous screen

- Exit current area or SAP

- Cancel or stop current transaction

- Find an entry in a screen or table

- Find next instance of same data

- Print

- Scroll up to first page

- Scroll down to next page

- Scroll down to last page

- Open a new session

- Create a desktop shortcut to SAP report,

transaction, or task

- Provide SAP help

- Scroll up to previous page- Enter transaction codes

- Customize local layout

Common Application Icons & Functionality

- Execute an application, program, or report

- Change an existing entry or record

- Display/view an existing entry or record

- Get pick list of possible values for selected field

- Copy an existing entry or record

- Indicates a field is a required field

- Delete an existing entry or record

- Create new entries or records

Application Icons change as the screen changes

- View previous record in a transaction

- Add a transaction to the Favorites folder

- View header information - View line item information

Screen Components

Radio Buttons – click in circle to select option

Check boxes – click in box to select option

Buttons – click on button to select option

Entry fields – type data directly in field

Screen Components (cont’d)

Pick list – possible entries for a field. If a pick list is available, you will see the matchcode symbol. Access the pick list by clicking on matchcode symbol in a field

Pop-up window - windows that appear for data entry or explanation

Tabs – appear on some transactions for selection of various screens

Screen Components (cont’d)

The status bar is at the bottom of every screen in SAP

Left Half – displays system messages. Three types of messages are displayed:

► Information messages – displayed in green. (Read and then click the

button within the message to clear) Example

► Warning messages – displayed in yellow. (Read and then click the

button within the message to clear) Example

► Error messages – displayed in red. (Correct the error or click the button to cancel)

Example

Note: The process to display system messages in pop-up windows in addition in the Status Bar is discussed in Lesson 5 – Activating Pop-up Windows

Screen Components (cont’d)

The status bar is at the bottom of every screen in SAP

Right half – displays system and logon information

DV1 – SAP client (2) - number of the session currently in play USSAND - application server INS – mode for data entry

– INS = insert– OVR = overwrite– See Lesson 4 for more information on data entry modes

► Click on the button to view additional information on the system

Lesson 4: Navigating In SAPTransaction Codes

From Easy Access Screen – Enter transaction code

From other screens

– Enter /nxxxx (where ‘xxxx’ = transaction code) to go to another transaction within same session

– Enter /oxxxx (where ‘xxxx’ = transaction code) to go to another transaction in a new session

Transaction codes are the unique identifiers for the screens in SAP. They are entered directly in the Command Field on any screen. Click the Enter icon or press Enter on your keyboard after entering the transaction code. The transaction code and the name of the transaction are displayed in the SAP menu. See Lesson 6 on Customizing Your Work Area to learn how to set up the transaction codes in the menu.

Menu Paths

Follow the Menu Path by clicking once on the arrows or [+] next to the folders and expanding the view until the desired transaction is reached.

When the transaction is displayed, double-click on the transaction to go directly to its initial screen.

Favorites

Folders &

Sub-folders

Transactions

Favorites

You can click on these Favorite transactions when you open the menu path on the Easy Access Screen.

See Lesson 6 – Customizing Your Work Area to learn how to set up these Favorites.

Rather than searching through the Menu Path for your most frequently

used transactions, you can set up your own Favorites

Entering DataData is information entered into a field in SAP.Data can be entered as either an insert or an overwrite in

data entry fields. It is important to know which mode of entry you are in before you attempt to enter data:

► When in Insert Mode, new data is added to the data already in a field. To replace the data, highlight it and press the Delete key on your keyboard

► When in Overwrite Mode, new data replaces the data currently in the field (an example is entering your password on the logon screen)

You can determine which mode you are in by looking at the status bar at the bottom of the screen.

► INS = Insert► OVR = Overwrite

► Click here to move between the two modes

Ending a Transaction

►When finished with a transaction if updates have been made, click to save

►To exit from a transaction, click until you return to the SAP Easy Access screen

Creating Desktop Shortcuts

Right-click on the transaction line item in the menu

Select the action Create shortcut on the desktop

Message displayed in the system bar at the bottom of your SAP screen or in a pop-up window

SAP allows you to create a shortcut on your desktop that will take you directly to your commonly used transactions

Note: the shortcut appears on your computer desktop as an icon displaying the name of the transaction. You must be loggedon to SAP for the shortcut to work.

Screen Messages Messages appear in a pop-up window or in the Status Bar Message symbols:

► Indicates an Error message Correct the error or click the button to leave the

transaction Error must be corrected to leave the transaction

► Indicates a Warning message Read and click the button or to clear

► Indicates an Information message Read and click the button or to clear

Traffic light icons are also used to display document status

Entry is accepted and approved

Entry is ready for approval

Entry is rejected

Lesson 5: Working with Sessions Multiple sessions allow you to look up information in one

transaction while entering information in another transaction► Saves time and reduces the need to move from screen to

screen within the same session

It is recommended to have at least 2 sessions open at any time but not more than 3-4. Maximum allowed is 6.

To create a new session, click on the Create Session button

on the standard toolbar

If you need to retrieve data or view another transaction while working in a different transaction, you can open another session and immediately access the transaction desired

► Enter /o in the Command Field followed by the transaction code for the transaction you want to access in another session

Moving Between Sessions

►To move between sessions:

With your Windows taskbar displayed at the bottom of the screen, click on the button for the appropriate session

►The session number is displayed in the status bar at the bottom of your screen

Moving Between Sessions (cont’d)

►The session number is displayed in the status bar at the bottom of your screen

Lesson 6: Customizing Your Work Area

SAP allows you to personalize various settings to make your work go faster and enable you to navigate through the system easier. The next few pages will take you step by step through setting up these items:

► Displaying transaction codes in the menu► Creating favorites► Creating variants ► Using your personal role-based menu► Defaulting standard data in certain fields► Activating pop-up windows for information and system messages► Setting start transaction► Setting your default printer

Displaying Transaction Codes in Menu The standard SAP menu displays only the names of

transactions. Setting up the menu to also display the transaction code allows you to relate the code with the name and use the code to quickly navigate through the system. To set this up:

The standard SAP menu displays only the names of transactions. Setting up the menu to also display the transaction code allows you to relate the code with the name and use the code to quickly navigate through the system. To set this up:

• Go to the SAP menu at the top of the screen and select Extras>Settings

• A pop-up window will be displayed• Click on the Display Technical Names checkbox to activate this setting

• The transactions in the menu on the Easy Access screen will display both the transaction code and the transaction name

Identifying Your Transaction

To find the transaction code for a screen you are in, select the in the status bar at the bottom of the screen you are on.

To find the transaction code for a screen you are in, select the in the status bar at the bottom of the screen you are on.

• A pop-up window will display • Look at the Transaction item to see the transaction code

Creating Favorites

From the Menu Path, locate the transaction you want to add to your Favorites folder and click once to highlight it

Click on the Add to Favorites button to copy that transaction to your Favorites folder

or Highlight the transaction and

drag and drop it directly to the Favorites folder

Rather than searching through the Menu Path for your most frequently

used transactions, you can set up your own Favorites. You can then just

double-click on the transaction in the Favorites folder on the menu and you will

go directly to that transaction.

Creating Favorites (cont’d)

You can also create a favorite item using the Windows Menu

Select Favorites>Insert Transaction from the SAP menu at the top of the screen

A pop-up window will appear Enter the transaction code in the field and click the

Confirm button

Creating Favorites (cont’d)

You can set up new folders within the Favorites folder to sort your transaction to make your daily tasks easier

Right click on Favorites folder and select Insert Folder

Enter new folder name in pop-up window

Click Confirm

New folder is displayed. Move transactions to this folder as needed using the process described on the previous two pages

You can re-order transactions within the Favorites folders by dragging and dropping them

Creating VariantsVariants are short-cuts to save time from entering or selecting

the same information each time you execute certain transactions or reports

Using variants will lead to more consistent, accurate, and timely information from the SAP system

The same process is used to set up a variant for each transaction code. Based on the transaction code, the field options or selection indicators may change slightly

For certain reports or transactions, pre-defined variants may have been set up for use at Tarrant County. See the Quick Reference Card for that report or transaction to get the name of those ‘Master’ variants

A master variant can be used as is or as a template to create your own personal variant. You should first check to see if a master variant can be used before you create a personal variant from scratch

Creating Variants (cont’d)

To retrieve a master variant when in a transaction► Click on the Get Variant button from the selection screen► Your User Id will be defaulted in the Created By field► Delete your User Id from this field and click the Execute

button to see a list of all available variants► If a master variant is available, you can modify the selection

criteria to meet your requirements► Click the button to save and change the name of the

variant to whatever you want to name it. Click the button again.

To create a variant from scratch:

► Go to the desired report or program► Enter the desired selection criteria on the report selection

screen► Click on the button to save the criteria► Type in your variant name and description► Click on the button again to save your variant

The next time you go to this same report or transaction, click to retrieve your previously-saved variant

Using the Role-Based MenuThere are two menu paths available in SAP. One is the standard SAP menu which displays all folders and

transactions in SAP. You will see all SAP transactions; but depending on the role you have been assigned, you will have access to only specific transactions within this menu.

The other menu path is a role-based menu customized specifically for your role and containing only those transactions to which you have access.

To access this menu, select the User Menu button at the

left of the toolbar located just below the SAP Easy Access title

User Menu SAP Menu

Defaulting Data in Certain Fields

Setting Parameter Id defaults will automatically populate certain fields with standard data, such as company code, currency, controlling area, purchasing area, etc. This will save you from having to enter these values every time that field appears within the system. This is a one-time setup. To set up these default parameters:

From the SAP menu at the top of the screen, select System>User Profile>Own Data from the pop-up window.

The Maintain User Profile screen will appear Select the Parameters tab

Defaulting Data in Certain Fields (cont’d)

Enter the following data in the Parameter Id and Parameter Value columns. The Short Description column will populate automatically.

Note: Any existing parameters should be retained. If the following values are not in this list, they should be added:

Parameter Id Parameter Value

AFP TC01 ARB TC01 BP2 0 BUK TC01 CAC TC01 EKO TC01 EVO TC01 FIK TC01 FWS USD GM_BDGT_VERSION 0 GM_GRANT_TYPE 01 KPL TC01 SCL X

Click the Save button

Note: EKO, EVO, and VERSION are the letter O; all other values are the number zero 0.

Activating Pop-up Windows

You should set up the option to activate pop-up windows to allow you to see system messages and information messages when they are required. System messages will also be displayed on the left-hand side of the status bar at the bottom of the SAP screen.

Click the Customizing Local Layout button from the Easy Access Screen Select Options from the pop-up window

Click on the following indicators under Messages so that a check mark appears in the checkbox:

Dialog box at success message Dialog box at warning message Dialog box at error message

Click the OK button to close the Options pop-up window

Setting Your Start Transaction

You can set a frequently-used transaction as the start-up transaction when you log onto SAP. This transaction will replace the standard Easy Access Screen that typically appears. Setting your start transaction will save you time if you typically use only one transaction or use one transaction more frequently than others.

From the SAP menu at the top of the screen, select Extras>Set start transaction from the pop-up window

Enter the transaction code that you want to be your Start Transaction in the pop-up window Click the Confirm button

Setting your Default Printer

You should set the printer you use every day to be your default printer in SAP so that all items you print will automatically go to that printer

► From the SAP menu at the top of the screen, select System>User Profile>Own Data

► Select the Defaults tab► In the Output device field, type local (lower case)► Click the button

Note: You do not have to enter the nameof the printer; just the word local. If you wantyour information to print to a different printer, you must enter the printer name.

Lesson 7: Printing Screens & Downloading Reports

Print a hard copy of a screen► This prints a hardcopy of only the information

you can see on a screen

Click on the button at the right side of the standard toolbar

Select Hardcopy The screen will print to your default printer

Capture a screen shot

► This will capture a copy of a screen in a Word document and provide a soft copy that can be printed from the Word document, stored as a soft copy, or sent to someone via email

Display the screen you want to capture Click and hold the ALT button and click the

Print Screen/SysRq button on your keyboard Open Microsoft Word application Click and hold the CTRL button and click the

‘V’ key on your keyboard The screen shot will be pasted to the Word

document

Printing Screens & Downloading Reports (cont’d)

Accessing & Running Reports

► Enter transaction code in Command Field► Enter selection criteria as required for the specific report

or select a variant using the Get Variant button if applicable

► Click Execute button to run the report

Printing Reports

► After the report has been run and while in that transaction code, click the Print button

► The report will print to your local printer if you have set it as a default. See Lesson 6-Setting Your Default Printer.

Printing Screens & Downloading Reports (cont’d)

Downloading Reports► To create a soft copy of a report,

you can download the data to a PC► Do this after the report has been

run and while in that transaction code Select

List>Export>Spreadsheet from the SAP menu at the top of the screen

Select the Table radio button Select the Microsoft Excel radio

buttonNote: If the file is very large, you may have

to download to Local file first and then export to Excel.

► The data is exported to an Excel spreadsheet

► Save the Excel spreadsheet and name it appropriately► The spreadsheet can then be

formatted as desired to use the data

Lesson 8: Finding Help

There are three types of help in the SAP system► Field Help – provides help or documentation on a

particular field

Documentation – explanation of the purpose for a particular field and the information entered in that field

Possible Entries – a list of the valid values or the picklist for a particular field

► Screen Help – provides help or documentation on a particular screen or application

► System Help – provides ‘global’ help for the entire SAP system

Field Help

Documentation With cursor in the field in

question, click the Help button from the standard toolbar

SAP documentation on the field is displayed

Possible Entries With cursor in the field in

question, click the Possible Entries button at the right side of the field

A picklist of possible entries is displayed

Screen or Application Help

To access screen help for a particular screen, select Help from the SAP menu at the top of the screen while in that screen

► Select Application Help

from the pop-up window displayed

► An example of the help documentation that will be displayed

System Help To access SAP global system

help, Select Help from the SAP menu at the top of the screen

► Select Glossary from the pop-up window displayed

► An example of the documentation that will be displayed

► You can select any item from the left-hand side of the pop-up window and information on that item will be displayed on the right-hand side

Another SAP help source is help.sap.com accessed through your Internet Explorer

Additional Help

1

2

3

Review the on-line help in SAP

Ask your peers or super user for assistance.

Review your training materials and notes.

Tarrant County Help

Problems with running tutorials? Training Mailbox – titansaptraining@tarrantcounty.com

After utilizing the various methods of help on the previous page, if you still have questions or problems

or

If you have problems at any time with accessing SAP, printing, computer or network problems, etc.

Contact the Tarrant County IT Help Desk at 817-884-3507

Lesson 9: Accessing Training Materials

All TITAN training materials for Phase II are stored on the Tarrant County website

This website is accessed through your Internet Explorer from any computer that has internet access; you do not have to be on the Tarrant County network. The URL for direct link to the Training Materials website is:

http://www.tarrantcounty.com/titan/lib/titan/training/index.asp

Set up this website as a favorite in your web browser for quick future access

Enter the URL above in the address field in your browser When you reach the website, go to Favorites>Add to Favorites in the Browser menu A pop-up window will be displayed with a default name for the site. Click OK. To access this site in the future, just click on the Favorites item in the browser

menu and highlight the name for the website. You will go directly to the website.

Accessing Training Materials (cont’d)

Review the instruction page to understand how to use the website

Click on the Courseware link at the top of the Instruction page A Listing of Courses will be displayed

Click on the Course Title to see a general description of the content of the course

or Click on one of the buttons beside the Course Title to go

directly to either the Overview, Quick Reference Cards, or Tutorials

These training materials will be available for your use and reference at any time

Running Tutorials An additional learning tool is being provided with the Phase II SAP

implementation -- Tutorials Tutorials are simulations of the SAP system that take you through

a transaction step-by-step in a mock SAP environment. These can be viewed in two ways:

► As a movie that takes you through the transaction in a demonstration, or

► As an interactive, hands-on practice session that stops on each screen and directs you to make entries in fields or take actions per instructions provided by the wizard and in the bubbles

Tutorials are provided with each course in the Finance and Purchasing training

A list of the tutorials is provided at the end of each course. Go to the Training Materials website to access and run these

tutorials. Detailed instructions are provided on the website when you click on the Tutorials button

Happy Tutoring!!

Training Sandbox An SAP environment (Training Sandbox) where you can

practice your skills in a real instance of SAP will be available after June 18

The sandbox can be accessed through the standard logon process discussed in Lesson 2 of the SAP Basic Navigation course

The only differences are: Highlight the Training environment on the Logon pad Click logon Enter 520 in the Client field Enter the same User Id and Password you are assigned for Production

Feel free to practice any of the tasks in the basic navigation course and any of the transactions included in other courses you take. Use the Quick Reference Cards to walk you through the transactions.

Course Summary Congratulations!! You have now completed the SAP Basic Navigation course

and are ready to use the SAP system You have reviewed the following items:

► Understand terms and concepts in SAP► Access the SAP system► Understand and use the Easy Access screen and other screen components► Navigating in SAP► Working with sessions► Set up your work area► Print and download reports► Access Help functions► Access TITAN training materials► Understand how to run training tutorials