Basic Navigation Overview1 SAP Basic Navigation. Basic Navigation Overview2 COURSE OBJECTIVES ...

Basic Navigation OverviewBasic Navigation Overview 11

SAP Basic NavigationSAP Basic Navigation


COURSE OBJECTIVESCOURSE OBJECTIVES

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

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

easiereasier Learn how to print and download reportsLearn how to print and download reports Access Help functionsAccess Help functions Access TITAN training materialsAccess TITAN training materials Understand how to run training tutorialsUnderstand 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 OVERVIEWCOURSE 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 OverviewLesson 1: SAP Overview

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

The SAP system is a fully-The SAP system is a fully-

integrated system where integrated system where activities in one area activities in one area generate activities in generate activities in another areaanother area

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


Modules in SAPModules in SAP SAP is made up of various functional SAP is made up of various functional

modules modules Each module covers a different business Each module covers a different business

functionfunction Tarrant County is using the following Tarrant County is using the following

modules:modules:

CO CO ControllingControllingFI FI Financial Accounting Financial Accounting HR HR Human Human Resources/PayrollResources/Payroll

MM MM Materials ManagementMaterials Management

GM GM Grants ManagementGrants Management

FMFM Funds ManagementFunds Management

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


DataData

SAP contains two types of informationSAP contains two types of information►Master DataMaster Data

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

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

supplier or customersupplier or customer

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

– Personal time entriesPersonal time entries– Invoice informationInvoice information– Purchase requisition informationPurchase requisition information


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

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

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

a function or screena function or screen Module – portion of SAP system that carries out a specific business functionModule – portion of SAP system that carries out a specific business function Real-time – describes how data that has been entered into the system is Real-time – describes how data that has been entered into the system is

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

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

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

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

lists and reports lists and reports


Terms Terms (cont’d)(cont’d)

Tarrant County terms:Tarrant County terms:

GASB – Governmental Accounting Standards BoardGASB – Governmental Accounting Standards Board

Go-Live – date when SAP module is scheduled to run live in Go-Live – date when SAP module is scheduled to run live in production systemproduction system► Phase I – 10/01/03Phase I – 10/01/03► Phase II – 07/06/04Phase II – 07/06/04► Phase III – 04/01/05Phase III – 04/01/05

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

Production System – live SAP system used for normal Production System – live SAP system used for normal operationsoperations

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

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


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

your desktop your desktop

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

Double click on selected client or Double click on selected client or click Logon buttonclick Logon button

Ensure the Client Id field is correct Ensure the Client Id field is correct or change if neededor change if needed► Production = 400Production = 400► Training Sandbox = 520Training Sandbox = 520

Enter user Id and passwordEnter user Id and password► User Id and initial password User Id and initial password

assigned by TC IT Dept.assigned by TC IT Dept.► Tab from User Id to Password fieldTab from User Id to Password field► Just type your password in the field Just type your password in the field

to overwrite the symbols that are to overwrite the symbols that are therethere

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

Saplogon.lnk


Password ManagementPassword Management

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

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


TC Password RulesTC Password Rules

The same password is used for SAP and ESS in The same password is used for SAP and ESS in productionproduction

8 characters; 1 must be numeric8 characters; 1 must be numeric

Cannot be same as user IdCannot be same as user Id

Cannot be same as prior 5 passwordsCannot be same as prior 5 passwords

Required by TC policies to change every 45 daysRequired by TC policies to change every 45 days

Keep a record of your password Keep a record of your password

Don’t share your User Id or PasswordDon’t share your User Id or Password


Log offLog off

To log off, click on Exit To log off, click on Exit icon on standard toolbaricon on standard toolbar

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

continue log off processcontinue log off process

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


Lesson 3: Screen FeaturesLesson 3: Screen FeaturesEasy Access ScreenEasy 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 This is the standard standard screenscreen

displayed when displayed when you log on to you log on to

SAPSAPDivider can be adjusted from left to right by putting your

cursor on the line and dragging


Standard Toolbar Icons FunctionalityStandard Toolbar Icons Functionality

- Confirm information entered- Confirm information entered

- Save entered information- Save entered information

- Move to previous screen- Move to previous screen

- Exit current area or SAP- Exit current area or SAP

- Cancel or stop current transaction- Cancel or stop current transaction

- Find an entry in a screen or table- Find an entry in a screen or table

- Find next instance of same data- Find next instance of same data

- Print- Print

- Scroll up to first page- Scroll up to first page

- Scroll down to next page- Scroll down to next page

- Scroll down to last page- Scroll down to last page

- Open a new session- Open a new session

- Create a desktop shortcut to SAP report,- Create a desktop shortcut to SAP report,

transaction, or tasktransaction, or task

- Provide SAP help - Provide SAP help

- Scroll up to previous page- Scroll up to previous page- Enter transaction codes- Enter transaction codes

- Customize local layout - Customize local layout


Common Application Icons & Common Application Icons & FunctionalityFunctionality

- - ExecuteExecute an application, program, an application, program,

or reportor report

- - ChangeChange an existing entry or record an existing entry or record

- - Display/viewDisplay/view an existing entry an existing entry

or recordor record

- Get pick list of - Get pick list of possible valuespossible values

for selected fieldfor selected field

- - CopyCopy an existing entry or record an existing entry or record

- Indicates a field is a - Indicates a field is a required fieldrequired field

- - DeleteDelete an existing entry or record an existing entry or record

- - CreateCreate new entries or records new entries or records

Application Icons change as the screen changesApplication Icons change as the screen changes

- View previous recordView previous record in a in a

transactiontransaction

- AddAdd a transaction a transaction to the Favoritesto the Favorites

folderfolder

- View - View header informationheader information - View - View line item informationline item information


Screen ComponentsScreen Components

Radio ButtonsRadio Buttons – click in circle – click in circle to select optionto select option

Check boxesCheck boxes – click in box to – click in box to select optionselect option

Buttons Buttons – click on button to – click on button to select optionselect option

Entry fieldsEntry fields – type data – type data directly in fielddirectly in field


Screen Components Screen Components (cont’d)(cont’d)

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

Pop-up windowPop-up window - windows - windows that appear for data entry or that appear for data entry or explanationexplanation

TabsTabs – appear on some – appear on some transactions for selection of transactions for selection of various screensvarious screens



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

Left Half – displays system messages. Three types of messages are Left Half – displays system messages. Three types of messages are displayed:displayed:► Information messages – displayed in green. (Read and then click the Information messages – displayed in green. (Read and then click the button within the message to clear)button within the message to clear)

Example Example

► Warning messages – displayed in yellow. (Read and then click the Warning messages – displayed in yellow. (Read and then click the button within the message to clear)button within the message to clear)

ExampleExample

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

ExampleExample

Note: The process to display system messages in pop-up windows in addition Note: The process to display system messages in pop-up windows in addition

in the Status Bar is discussed in in the Status Bar is discussed in Lesson 5 – Activating Pop-up WindowsLesson 5 – Activating Pop-up Windows



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

Right half – displays system and logon informationRight half – displays system and logon information

DV1 – SAP clientDV1 – SAP client (2) - number of the session currently in play(2) - number of the session currently in play USSAND - application serverUSSAND - application server INS – mode for data entryINS – mode for data entry

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

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


Lesson 4: Navigating In SAPLesson 4: Navigating In SAPTransaction CodesTransaction Codes

From Easy Access Screen From Easy Access Screen – Enter transaction codeEnter transaction code

From other screensFrom other screens

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

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

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


Menu PathsMenu Paths

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

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

Favorites

Folders &

Sub-folders

Transactions


FavoritesFavorites

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

See See Lesson 6 – Lesson 6 – Customizing Your Work Customizing Your Work AreaArea to learn how to set to learn how to set up these up these FavoritesFavorites..

Rather than searching through the Menu Path for your most frequently Rather than searching through the Menu Path for your most frequently

used transactions, you can set up your own used transactions, you can set up your own FavoritesFavorites


Entering DataEntering Data DataData is information entered into a field in SAP. is information entered into a field in SAP.

DataData can be entered as either an insert or an overwrite in data entry 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 fields. It is important to know which mode of entry you are in before you attempt to enter data:you attempt to enter data:

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

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

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

► INS = InsertINS = Insert► OVR = OverwriteOVR = Overwrite

► Click here to move between the two modesClick here to move between the two modes


Ending a TransactionEnding a Transaction

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

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


Creating Desktop ShortcutsCreating Desktop Shortcuts

Right-click on the Right-click on the transaction line item in transaction line item in the menuthe menu

Select the action Select the action Create Create shortcut on the desktopshortcut on the desktop

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

SAP allows you to create a shortcut on your desktop that will SAP allows you to create a shortcut on your desktop that will

take you directly to your commonly used transactionstake you directly to your commonly used transactions

Note: the shortcut appears on your computer desktop as an Note: the shortcut appears on your computer desktop as an

icon displaying the name of the transaction. You must be loggedicon displaying the name of the transaction. You must be logged

on to SAP for the shortcut to work.on to SAP for the shortcut to work.


Screen MessagesScreen Messages Messages appear in a pop-up window or in the Status BarMessages appear in a pop-up window or in the Status Bar

Message symbols:Message symbols:

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

transactiontransaction Error must be corrected to leave the transactionError must be corrected to leave the transaction

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

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

Traffic light icons are also used to display document statusTraffic light icons are also used to display document status

Entry is accepted and approved Entry is accepted and approved

Entry is ready for approval Entry is ready for approval

Entry is rejected Entry is rejected


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

while entering information in another transactionwhile entering information in another transaction

► Saves time and reduces the need to move from screen to screen Saves time and reduces the need to move from screen to screen within the same sessionwithin the same session

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

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

on the standard toolbaron the standard toolbar

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

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


Moving Between SessionsMoving Between Sessions

►To move between sessions:To move between sessions:

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

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


Moving Between Sessions Moving Between Sessions (cont’d)(cont’d)

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


Lesson 6: Customizing Your Work Lesson 6: Customizing Your Work AreaArea

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

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


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

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

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

• Go to the SAP menu at the top of the screenGo to the SAP menu at the top of the screen

and select and select Extras>SettingsExtras>Settings

• A pop-up window will be displayedA pop-up window will be displayed• Click on the Click on the Display Technical NamesDisplay Technical Names checkbox checkbox

to activate this settingto activate this setting

• The transactions in the menu on the Easy The transactions in the menu on the Easy

Access screen will display both the transaction Access screen will display both the transaction

code and the transaction namecode and the transaction name


Identifying Your TransactionIdentifying Your Transaction

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

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

• A pop-up window will display A pop-up window will display • Look at the Look at the TransactionTransaction item to item to

see the transaction codesee the transaction code


Creating FavoritesCreating Favorites

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

Click on the Click on the Add to FavoritesAdd to Favorites button to copy that button to copy that transaction to your transaction to your FavoritesFavorites folderfolder

oror

Highlight the transaction and Highlight the transaction and drag and drop it directly to drag and drop it directly to the the FavoritesFavorites folder folder

Rather than searching through the Menu Path for your most frequently Rather than searching through the Menu Path for your most frequently

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

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

go directly to that transaction.go directly to that transaction.


Creating Favorites Creating Favorites (cont’d)(cont’d)

You can also create a favorite item using the Windows MenuYou can also create a favorite item using the Windows Menu

Select Select Favorites>Insert Favorites>Insert TransactionTransaction from the SAP from the SAP menu at the top of the menu at the top of the screenscreen

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

ConfirmConfirm button button


Creating Favorites Creating Favorites (cont’d)(cont’d)

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

Right click on Right click on FavoritesFavorites folder and folder and select select Insert FolderInsert Folder

Enter new folder name in pop-up Enter new folder name in pop-up windowwindow

Click Click ConfirmConfirm

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

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


Creating VariantsCreating VariantsVariantsVariants are short-cuts to save time from entering or selecting the same are short-cuts to save time from entering or selecting the same

information each time you execute certain transactions or reportsinformation each time you execute certain transactions or reports

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

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

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

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


Creating Variants Creating Variants (cont’d)(cont’d)

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

list of list of all all available variantsavailable variants► If a If a mastermaster variant is available, you can modify the selection criteria to meet variant is available, you can modify the selection criteria to meet

your requirementsyour requirements► Click the button to save and change the name of the variant to whatever Click the button to save and change the name of the variant to whatever

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

To create a variant from scratch:To create a variant from scratch:

► Go to the desired report or programGo to the desired report or program► Enter the desired selection criteria on the report selection screenEnter the desired selection criteria on the report selection screen► Click on the button to save the criteriaClick on the button to save the criteria► Type in your variant name and descriptionType in your variant name and description► Click on the button again to save your variantClick on the button again to save your variant

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


Using the Role-Based MenuUsing the Role-Based MenuThere are two There are two menu pathsmenu paths available in SAP. available in SAP.

One is the One is the standard SAP menustandard SAP menu which displays all folders and which displays all folders and transactions in SAP. You will see all SAP transactions; but transactions in SAP. You will see all SAP transactions; but depending on the role you have been assigned, you will have depending on the role you have been assigned, you will have access to only specific transactions within this menu. access to only specific transactions within this menu.

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

To access this menu, select the To access this menu, select the User MenuUser Menu button at the button at the left of the toolbar located just below the SAP Easy Access titleleft of the toolbar located just below the SAP Easy Access title

User Menu SAP Menu


Defaulting Data in Certain FieldsDefaulting Data in Certain Fields

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

From the SAP menu at the top ofFrom the SAP menu at the top of

the screen, select the screen, select

System>User Profile>Own DataSystem>User Profile>Own Data

from the pop-up window.from the pop-up window.

The The Maintain User ProfileMaintain User Profile screen will appear screen will appear Select the Select the Parameters Parameters tabtab


Defaulting Data in Certain Fields Defaulting Data in Certain Fields (cont’d)(cont’d)

Enter the following data in the Enter the following data in the Parameter IdParameter Id

and and Parameter ValueParameter Value columns. The columns. The Short Short

DescriptionDescription column will populate column will populate automatically.automatically.

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

Parameter IdParameter Id Parameter ValueParameter Value

AFPAFP TC01 TC01

ARBARB TC01 TC01

BP2BP2 0 0

BUKBUK TC01 TC01

CACCAC TC01 TC01

EKOEKO TC01 TC01

EVOEVO TC01 TC01

FIKFIK TC01 TC01

FWSFWS USD USD

GM_BDGT_VERSIONGM_BDGT_VERSION 0 0

GM_GRANT_TYPEGM_GRANT_TYPE 01 01

KPLKPL TC01 TC01

SCLSCL X X

Click the Click the SaveSave button button

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


Activating Pop-up WindowsActivating Pop-up Windows

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

Click the Click the Customizing Local LayoutCustomizing Local Layout

button from the Easy Access Screenbutton from the Easy Access Screen Select Select OptionsOptions from the pop-up window from the pop-up window

Click on the following indicators under Click on the following indicators under

Messages so that a check mark appears in Messages so that a check mark appears in

the checkbox:the checkbox: Dialog box at success messageDialog box at success message Dialog box at warning messageDialog box at warning message Dialog box at error messageDialog box at error message

Click the Click the OK buttonOK button to close the Options to close the Options

pop-up windowpop-up window


Setting Your Start TransactionSetting Your Start Transaction

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

From the SAP menu at the top ofFrom the SAP menu at the top of

the screen, select the screen, select

ExtrasExtras>>Set start transactionSet start transaction

from the pop-up windowfrom the pop-up window

Enter the transaction code that youEnter the transaction code that you

want to be your Start Transaction in want to be your Start Transaction in

the pop-up windowthe pop-up window Click the Click the ConfirmConfirm button button


Setting your Default PrinterSetting your Default Printer

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

► From the SAP menu at the top From the SAP menu at the top

of the screen, select of the screen, select

SystemSystem>>User Profile>Own DataUser Profile>Own Data

► Select the Select the DefaultsDefaults tab tab► In the In the Output deviceOutput device field, type field, type

locallocal (lower case)(lower case)► Click the buttonClick the button

Note: You do not have to enter the nameNote: You do not have to enter the name

of the printer; just the word of the printer; just the word locallocal. If you want. If you want

your information to print to a different printer, your information to print to a different printer,

you must enter the printer name.you must enter the printer name.


Lesson 7: Printing Screens & Lesson 7: Printing Screens & Downloading ReportsDownloading Reports

Print a hard copy of a screenPrint a hard copy of a screen► This prints a hardcopy of only the information you can see This prints a hardcopy of only the information you can see

on a screenon a screen

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

Select Select HardcopyHardcopy The screen will print to your default printerThe screen will print to your default printer

Capture a screen shotCapture a screen shot

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

Display the screen you want to captureDisplay the screen you want to capture Click and hold the Click and hold the ALTALT button and click the button and click the Print Print

Screen/SysRqScreen/SysRq button on your keyboard button on your keyboard Open Microsoft Word applicationOpen Microsoft Word application Click and hold the Click and hold the CTRLCTRL button and click the button and click the ‘V’‘V’ key on key on

your keyboardyour keyboard The screen shot will be pasted to the Word documentThe screen shot will be pasted to the Word document


Printing Screens & Downloading Reports Printing Screens & Downloading Reports (cont’d)(cont’d)

Accessing & Running ReportsAccessing & Running Reports

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

or select a variant using the or select a variant using the Get VariantGet Variant button if button if applicableapplicable

► Click Click ExecuteExecute button to run the report button to run the report

Printing ReportsPrinting Reports

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

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


Printing Screens & Downloading Reports Printing Screens & Downloading Reports (cont’d)(cont’d)

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

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

run and while in that transaction run and while in that transaction codecode Select Select

List>Export>SpreadsheetList>Export>Spreadsheet from from the SAP menu at the top of the the SAP menu at the top of the screenscreen

Select the Select the TableTable radio button radio button Select the Select the Microsoft ExcelMicrosoft Excel radio radio

buttonbuttonNote: If the file is very large, you may have Note: If the file is very large, you may have

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

► The data is exported to an Excel The data is exported to an Excel spreadsheetspreadsheet

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

formatted as desired to use the formatted as desired to use the datadata


Lesson 8: Finding HelpLesson 8: Finding Help

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

particular fieldparticular field

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

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

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

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


Field HelpField Help

DocumentationDocumentation With cursor in the field in With cursor in the field in

question, click the question, click the HelpHelp button from the button from the standard toolbarstandard toolbar

SAP SAP documentationdocumentation on the on the field is displayedfield is displayed

Possible EntriesPossible Entries With cursor in the field in With cursor in the field in

question, click the question, click the PossiblePossible EntriesEntries button at the right button at the right side of the fieldside of the field

A A picklistpicklist of possible entries is of possible entries is displayeddisplayed


Screen or Application HelpScreen or Application Help

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

► Select Select Application HelpApplication Help

from the pop-up window from the pop-up window displayeddisplayed

► An example of the help An example of the help documentation that will be documentation that will be displayeddisplayed


System HelpSystem Help To access To access SAP global system SAP global system

helphelp, Select , Select Help Help from the SAP from the SAP menu at the top of the screenmenu at the top of the screen

► Select Select GlossaryGlossary from the pop-up from the pop-up window displayedwindow displayed

► An example of the An example of the documentation that will be documentation that will be displayeddisplayed

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

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


Additional HelpAdditional Help

1

2

3

Review the Review the on-line helpon-line help in SAP in SAP

Ask your Ask your peerspeers or or super usersuper user for assistance.for assistance.

Review your Review your training training materialsmaterials and notes. and notes.


Tarrant County HelpTarrant County Help

Problems with running tutorials?Problems with running tutorials? Training Mailbox –Training Mailbox – [email protected]@tarrantcounty.com

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

oror

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

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

mailto:[email protected]


Lesson 9: Accessing Training Lesson 9: Accessing Training MaterialsMaterials

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

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

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

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

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

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

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


Accessing Training Materials Accessing Training Materials (cont’d)(cont’d)

Review the instruction page to understand how to use the websiteReview the instruction page to understand how to use the website

Click on the Click on the CoursewareCourseware link at the top of the Instruction page link at the top of the Instruction page

A A Listing of CoursesListing of Courses will be displayed will be displayed

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

oror

Click on one of the buttons beside the Course Title to go directly to Click on one of the buttons beside the Course Title to go directly to either the either the Overview, Quick Reference Cards, Overview, Quick Reference Cards, oror Tutorials Tutorials

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


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

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

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

► As a movie that takes you through the transaction in a demonstration, orAs 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 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 directs you to make entries in fields or take actions per instructions provided by the provided by the wizardwizard and in the and in the bubblesbubbles

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

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

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

Happy Tutoring!!


Training SandboxTraining Sandbox An SAP environment An SAP environment (Training Sandbox)(Training Sandbox) where you can practice your where you can practice your

skills in a real instance of SAP will be available after June 18skills in a real instance of SAP will be available after June 18 The sandbox can be accessed through the standard logon process The sandbox can be accessed through the standard logon process

discussed in discussed in Lesson 2Lesson 2 of the of the SAP Basic NavigationSAP Basic Navigation course course

The only differences are:The only differences are: Highlight the Training environment on Highlight the Training environment on

the Logon padthe Logon pad Click logonClick logon Enter Enter 520520 in the Client field in the Client field Enter the same User Id and Password Enter the same User Id and Password

you are assigned for Productionyou are assigned for Production

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


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

are ready to use the SAP systemare ready to use the SAP system

You have reviewed the following items:You have reviewed the following items:► Understand terms and concepts in SAPUnderstand terms and concepts in SAP► Access the SAP systemAccess the SAP system► Understand and use the Easy Access screen Understand and use the Easy Access screen

and other screen componentsand other screen components► Navigating in SAPNavigating in SAP► Working with sessionsWorking with sessions► Set up your work areaSet up your work area► Print and download reportsPrint and download reports► Access Help functionsAccess Help functions► Access TITAN training materialsAccess TITAN training materials► Understand how to run training tutorialsUnderstand how to run training tutorials


SAP Basic NavigationSAP 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

Basic Navigation Overview1 SAP Basic Navigation. Basic Navigation Overview2 COURSE OBJECTIVES ...

Documents

Transcript of Basic Navigation Overview1 SAP Basic Navigation. Basic Navigation Overview2 COURSE OBJECTIVES ...