SAP

1
SAP Basic Navigation
2
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

3
COURSE OVERVIEW
SAP Basic Navigation
Lesson 1 SAP Overview
Lesson 2 Log on/off SAP
Lesson 3 Screen Features
Lesson 4 Navigating in SAP
Lesson 5 Working with Sessions
Lesson 6 Customizing your Work Area
Lesson 7 Printing Downloading
Reports
Lesson 8 Finding Help
Lesson 9 Accessing Training Materials
4
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

5
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.

6
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

7
Terms

• Standard 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

8
Terms (contd)

• 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

9
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

10
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
  

11
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
• Dont share your User Id or Password

12
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

13
Lesson 3 Screen FeaturesEasy Access Screen
SAP Standard Toolbar
SAP Pull-down Menu
Minimize, Maximize, Close buttons
EnterIcon
Menu Path
This is the standard screen displayed when you
log on to SAP
ApplicationToolbar
CommandField
Divider can be adjusted from left to right by
putting your cursor on the line and dragging
Session and SystemNumber
Status Bar
14
Standard Toolbar Icons Functionality
- Scroll up to first page
- Confirm information entered
- Enter transaction codes
- Scroll up to previous page
- Save entered information
- Scroll down to next page
- Move to previous screen
- Scroll down to last page
- Exit current area or SAP
- Open a new session
- Cancel or stop current transaction
- Create a desktop shortcut to SAP report,
transaction, or task
- Print
- Provide SAP help
- Find an entry in a screen or table
- Customize local layout
- Find next instance of same data
15
Common Application Icons Functionality

• View previous record in a
• transaction

• Add a transaction to the Favorites
• folder

- Execute an application, program, or report
- Get pick list of possible values for selected
field
- Create new entries or records
- Copy an existing entry or record
- Change an existing entry or record
- Delete an existing entry or record
- Display/view an existing entry or record
- Indicates a field is a required field
- View header information
- View line item information
Application Icons change as the screen changes
16
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

17
Screen Components (contd)

• 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

18
Screen Components (contd)

• 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
19
Screen Components (contd)

• 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

20
Lesson 4 Navigating In SAPTransaction Codes
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.

• 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

21
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
22
Favorites
Rather than searching through the Menu Path for
your most frequently used transactions, you can
set up your own 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.

23
Entering Data

• Data 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

24
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

25
Creating Desktop Shortcuts
SAP allows you to create a shortcut on your
desktop that will take you directly to your
commonly used transactions

• 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

Note the shortcut appears on your computer
desktop as an icon displaying the name of the
transaction. You must be logged on to SAP for
the shortcut to work.
26
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
27
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

28
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

29
Moving Between Sessions (contd)

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

30
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

31
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

• Go to the SAP menu at the top of the screen
• and select ExtrasgtSettings
• 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

32
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.

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

33
Creating Favorites
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.

• 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

34
Creating Favorites (contd)
You can also create a favorite item using the
Windows Menu

• Select FavoritesgtInsert 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

35
Creating Favorites (contd)

• 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

36
Creating Variants

• Variants 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

37
Creating Variants (contd)

• 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

38
Using the Role-Based Menu

• There 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
39
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
• SystemgtUser ProfilegtOwn Data
• from the pop-up window.
• The Maintain User Profile screen will appear
• Select the Parameters tab

40
Defaulting Data in Certain Fields (contd)

• 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

Note EKO, EVO, and VERSION are the letter O
all other values are the number zero 0.
41
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

42
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
• ExtrasgtSet 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

43
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
• SystemgtUser ProfilegtOwn 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 name of the
printer just the word local. If you want your
information to print to a different printer, you
must enter the printer name.
44
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

45
Printing Screens Downloading Reports (contd)

• 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.

46
Printing Screens Downloading Reports (contd)

• 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
• ListgtExportgtSpreadsheet from the SAP menu at the
  top of the screen
• Select the Table radio button
• Select the Microsoft Excel radio button
• Note 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

47
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

48
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

49
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

50
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

51
Additional Help
1
Review the on-line help in SAP
Review your training materials and notes.
2
Ask your peers or super user for assistance.
3
52
Tarrant County Help

• Problems with running tutorials?
• Training Mailbox
• titansaptraining_at_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

53
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
• FavoritesgtAdd 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

54
Accessing Training Materials (contd)

• 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

55
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!!
56
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.

57
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

58
SAP Basic Navigation

• CONGRATULATIONS! You have completed the course
  review.
• Now you are ready to view the SAP Tutorials.
• Tutorials for this course include
• Logging in and out of SAP
• Navigating in SAP
• Working with sessions
• Customizing your work area
• Printing and downloading reports