oJAYo SAP training

Course Goals

n   Understand how SAP GUI works

(SAP GUI is the secured access to SAP system)

n   Understand how to Navigate through SAP.

Course Objectives

n    Log On and Off SAP

n    Use SAP Basic Functions

n    Navigate SAP Transactions

n    Use Application Work Areas

n    Use Search Helps

n    Set Parameters in the User Profile

n    Use SAP R/3 Help

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

Chapter 1 Goals

n   Two Tabs:

ü  Shortcuts **Use this one!

ü  System (gives you options to change clients and change password)

n   4 Shortcut Buttons

ü  Log On

ü  New-Item

ü  Change-Item

ü  Delete-Item

Passwords

Password Basic

ü   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).

ü   You can use any combination of characters (a ……. z, 0…..9, or punctuation marks)

Password restrictions

You cannot begin a password with:

ü   ?, !, or a blank space

ü   three identical characters (fffce).

ü   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:

ü   Do not use pass as your password

ü   Do not use any of your last five passwords

Various Keys

Sessions

Running Multiple Sessions

n   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

n   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.

ü  1^st  Way  To open a session by menu path, click System æ Create Session.

ü  2^nd  Way  To open a session using the icon toolbar, click the Create New Session icon.

ü  3^rd Way Right click on the SAP icon in the Taskbar, (not the Log On icon) and select Create session

Viewing current sessions

n  To view a listing of all sessions by command prompt, type “/o” in the command field and press Enter.

Switching between sessions

n  Windows allows you to use the Alt + Tab Method to move from session to session.  Do the following to switch between sessions:

n  Hold down the Alt key with one finger.

n  While holding Alt, press and release Tab.

Logging Off

Exercise

Chapter 2 Goals

n     Locate and describe the basic functions of the SAP R/3 screen        elements

q  Locate and explain the functions of the menu items on the SAP R/3 menu bar

q  Locate and describe the functions of the buttons on the standard toolbar

q  Locate the buttons on the application toolbar

q  Locate and describe the various fields on the status bar

q  Describe the purpose of the function keys

Window Functions in SAP

Chapter 3 Goals

navigate in SAP Easy Access

q   Navigate in SAP R/3 using the menu paths

q   Navigate in SAP R/3 using transaction codes

Menu Paths

User Menu

Favorites

Transaction Codes

What is a Transaction Code?

n   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?

n   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.

ü  To go to a screen in the current session, type the transaction code in the Command field  then press Enter..

ü  To open a new session, type “/n” before the transaction code.

T-Codes from the History List

n  In the Transaction Code field, click the document icon.

n  The History list displays. This is a list of all transaction codes recently used.

n  Highlight a displayed item or scroll down the list to display desired transaction and click.

n  Selected transaction code appears highlighted in the transaction code field.

n  Press Enter.

Open Transaction in a New Session

n  To open a new session containing a specific transaction, type “/oXXXX” (XXXX = Transaction code) into the command field and press Enter.

n  A new session displays with the entered transaction.

n  Remember, you can have 3 sessions of SAP open at a time.

Exercise

Chapter 4 Goals

Application Work Area

Data Entry Fields

Types of Data Entry Fields

Simple Drop Down (MIGO Screen)

n   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)

n   SAP Input Fields are similar to Windows programs:

n   The active field has the flashing cursor.

n   Most of the time, the limit to the length of data allowed in the field is indicated by the size of the box.

n   To move to the next field, press Tab.  Pressing Enter will Execute the transaction.

Types of Data Entry Fields

Buttons and Check Boxes

Printing a Hard Copy

Chapter 5 Goals

n   Select a key from a list of valid entries

n   Perform a search help inquiry

n   Use a wildcard character in a search popup box

n   Change the search category

Help Functions (F1 vs. F4)

Search Help Box

Exercise

Chapter 6 Goals

n  Access field-specific Help

n  Access Application Help

n  Access SAP R/3 Help Library

n  Access terms in the SAP R/3 glossary

Field Level Help

n  Field-specific help displays information for a field when the cursor is currently in that field.  To demonstrate this process, access any transaction.

n  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:

Application Help

n  Choose menu path Help æ Application help.

n  The system identifies where you are and displays the appropriate help area.

n  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.

n  To return to the SAP screen, click      .

SAP Library

n  Select the following menu path: Help æ SAP Library.  The SAP Website screen displays.

n  A list of functional topics displays.

n  Select a topic by clicking on it.

n  Another list of sub-topics displays for the topic you selected.

n  Click on the appropriate sub-topic to reach a table of contents for the functional sub-topic you want.

SAP Glossary

n  Select the following menu path:  Help æ Glossary.  The “Glossary List” popup box appears.

n  The list displays in alphabetical order.

n  Use the scroll bar on the left side of the window to view the entire list or click on the appropriate letter.

n  When you find the term you want, click on it.

n  To close SAP Library-Glossary click

Exercise

Chapter 7 Goals

Accessing the Business Workplace

Navigating the Business Workplace

Composing a New Message

Composing a Message

Sending a Message

Prompt to Check Messages

Checking Messages

Viewing an Individual Message

Deleting Messages

Viewing Messages in the Trash

Emptying the Trash

Trash and Shared Trash

Appointment Calendar

Create Appointment