Basic SAP Navigation
Transcript of Basic SAP Navigation
Basic SAP Navigation
Participant Guide
Software and Hardware Requirements for Accessing the ERP (SAP) Portal
1
Basic Navigation in SAP
Software & Hardware Requirements -Windows
Operating System• PC or MAC (Dual Platform running Windows)• Windows: 2003, XP, Vista, or Windows 7
Browser• IE8 or IE9 (Windows and MAC running Windows). Please ensure that your web
browser settings are set correctly per the documentation IE8 and documentation for IE9 Windows 7.
• Make sure that the workstation’s clock is set to the correct time and date. For time, ensure that the proper AM or PM setting is selected and the time zone is set to “GMT-05:00 Eastern Time”. For date, ensure that the year is correct
• Enable Pop-Ups: Review Pop-Up Blocker instructions• Uninstall all Google and Yahoo toolbar applications• In some cases, installation of the updated version of IE8 has caused issues
accessing Great Plains (internal accounts). • To correct, please reinstall CIA Web Clients
http://safweb01.browardschools.local/Citrix/MetaFrame/default.aspx
2
Basic Navigation in SAP
Software & Hardware Requirements –Windows - Continued
Web GUI Login• All WEB GUI users access SAP via www.broward.k12.fl.us/erp. If you have a
specific role in SAP you will log in by selecting the SAP Access tab and then clicking on the WEB GUI link.
• If you do not have a specific role in SAP you will click on the Employee Self Service tab. You must be using the correct browser for Windows.
SAP GUI Login (Only available on Windows operating systems)• All Super-Users access SAP via http://www.broward.k12.fl.us/erp and then select
the SAP Access tab. Super-Users then select the Windows GUI link.• Super-Users will need to install the SAP GUI Launchpad onto their desktop prior
to accessing Windows GUI.• The SAP GUI Launchpad installation is available at:
http://sapgui.broward.k12.fl.us:34521/Installing_SAPGUI.htm• Windows GUI can only be used inside BCPS wide area network (WAN)
3
Basic Navigation in SAP
Software & Hardware Requirements –Windows - Continued
Adobe Reader (AR):Download and Install AR 10.1.1
In some cases, installation of Adobe Professional and AR together has caused a conflict. To correct, please perform the following steps:• Uninstall AR• Uninstall Adobe Professional• Reboot• Install AR 10.1.1 but do not install the Google components• Install Adobe Professional and set IE to open .PDF files using AR 10.1.1 by default• Open any PDF document and accept license• Close AR• Open PDF and choose not to display the offer again.
Java• Java 1.4 or later is required
4
Basic Navigation in SAP
Software & Hardware Requirements –MacintoshBrowser• Firefox 3.6.25 is the only web browser supported by the ERP Support Center for the
OSX Macintosh. Please ensure that your browser settings are set correctly per documentation.
• Make sure that the workstation’s clock is set to the correct time and date. For time, ensure that the proper AM or PM setting is selected and the time zone is set to “GMT-05:00 Eastern Time”. For date, ensure that the year is correct.
• Enable Pop-Ups: Review Pop-Up Blocker Instructions• Uninstall older versions of Firefox before downloading 3.5.7• Uninstall all Google and Yahoo toolbar applications• In some cases installation of the updated version of Firefox has caused issues
accessing Great Plains (Internal accounts).• To correct, please reinstall CIA Web Clients
http://safweb01.browardschools.local/Citrix/MetaFrame/default.aspx• Firefox has an automatic update feature built into the browser preferences. Please turn
this feature off as follows: Open the Firefox Preferences Window, Advanced Preference tab, Updated tab and uncheck the Firefox check box under “Automatically check for updates to:” If your machine has been upgraded beyond version 3.6.25, uninstall the existing Firefox version and install Firefox version 3.6.25.
5
Basic Navigation in SAP
Software & Hardware Requirements –Macintosh - Continued
WEB GUI LoginAll Web GUI users access SAP via www.broward.k12.fl.us/erp. If you have a specific role in SAP you will log in by selecting SAP Access and then clicking on the WEB GUIIf you do not have a specific role in SAP you will click on the Employees Self Service tab. You must be using the correct browser for Macintosh..
SAP GUI Login(Not Available on Macintosh OSX)
Adobe Reader (AR):Any version of Adobe Reader should function properly.
JavaJ2SE 5.0 is required.
6
SAP Basic NavigationLesson One
Logging into SAP
7
Basic Navigation in SAP
SAP OVERVIEW
SAP (ECC) 6.0 is the current version of SAP software that Broward is using where information is entered in one location and accessible across the district.
The benefits of using SAP include:
Real-time interactive processing—Interactive Forms such as Position Request, Employee Actions, One-Time and Supplement Payment iForms are prepared online and automatically routed and tracked through the approval process using workflow as the routing mechanism rather than physically moving documents through the internal pony mail system.
8
Basic Navigation in SAP
More Benefits to Using SAP:
Reporting of real-time data—Budget reports are more timely and accurate due to the real-time
nature of the SAP system, which eliminates most batch processing.
Increased security—District administrative staff are able to prevent unauthorized positions from being created and filled.
Users are able to create and run their own customized reports and export this information to
desktop software.
Automation of processes in employee self-service, electronic purchase orders for vendors, on-line
catalog for items on contract, direct deposit for mileage and other staff reimbursements and
electronic pay advices.
Compliance with School Board Policy 5306—which was adopted by SBBC to ensure that
technology acquired to support business and educational operations is integrated and allows for
information from historically separate systems to flow seamlessly as one system.
For more information on ERP (Enterprise Resource Planning) and SAP, visit the ERP website on the Internet at www.broward.k12.fl.us/erp or on the intranet at web/erp.
9
Basic Navigation in SAP
Macintosh and Windows (PC) End-Users will access SAP via the ERP Portal using the Web GUI link. For specific Hardware and Software requirements, end users should refer to the ERP Hardware and Software Requirements web page at:
http://www.broward.k12.fl.us/erp/brite/support/updates/partnerupdates.html
THERE IS NO SOFTWARE TO INSTALL
End-Users
10
Basic Navigation in SAP
Windows (PC) Super-Users will access SAP via the ERP Portal using the Windows GUI link. Please refer to http://www.broward.k12.fl.us/erp/brite/support/updates/partnerupdates.html for specific information regarding system requirements and software installation.
Macintosh Super-Users will need to access SAP via the Web GUI link please refer to the ERP Hardware and Software requirements at http://www.broward.k12.fl.us/erp/brite/support/updates/partnerupdates.html for further information.
Super-Users
11
Basic Navigation in SAP
Logging into SAP for the first time
All users will access SAP/ECC 6.0 through the Portal. A button on the ERP website will give you direct access to the Portal. Launch your Internet browser (Internet Explorer for Windows-based computers; Firefox for Mac-based computers) and type in the URL http://www.broward.k12.fl.us/erp.
12
Basic Navigation in SAP
Logging into SAP for the first time
13
Basic Navigation in SAP
Password: Format: Mmddyyyy! (First time users only)Entry format example: Ja021956!
Mm= First letter of your birth month is upper case J, second letter of your birth month lower case a (Ja)dd = your 2 digit birth day (02 in this example)yyyy = your 4-digit birth year (1956 in the example) followed by an ‘!’ (exclamation point)
You must change your password when you log on initially. Passwords are changed from the ERP Portal screen. Passwords expire every 45 days and a new password is required. As you type the initial password, the asterisks remain in the field, and only the cursor moves. As a security measure, the system does not display what you type.
INITIAL LOG ON PROCESS- Continued
14
Basic Navigation in SAP
LOG ON:1. Enter your User ID in the User ID field2. Enter your Password (Mmddyyyy! First-time users only) in the
Password field3. Click the “Log on” button
2
User ID
Entry format example: P00012345P + 8 digits
In the above example, the personnel number is 12345 (5 digits), therefore 3 leading zeros need to be added in order to make up the 8 digits
PasswordMmddyyyy! (first-time users only)Example: Mmddyyyy!
Ja021956!
Mm= Ja for January (first letter of birth month is upper case, the second letter of birth month is lower case and an exclamation ! at the end)dd = birthdate (02)yyyy = 4-digit birth year (1956)
INITIAL LOG ON PROCESS- Continued
3
1
15
Basic Navigation in SAP
INITIAL LOG ON PROCESS- Continued
Enter the required information (New Password rules are on page 29)
1. Enter the Old Password (Example: Ja021956!)
2. Enter your New Password
3. Confirm your New Password
4. Click Change
1
43
2
16
Basic Navigation in SAP
SETTING YOUR SECURITY QUESTION
1. Click “Reset Security Question”
1
17
Basic Navigation in SAP
SETTING YOUR SECURITY QUESTION
2. Enter your Personnel number
3. Click “Continue”
3
2
18
Basic Navigation in SAP
SETTING YOUR SECURITY QUESTION
4. Enter your SSN and Birth date
5. Click the Set SecurityQuestion link.4
5
19
Basic Navigation in SAP
SETTING YOUR SECURITY QUESTION
6. Choose a Security Question from the Drop Down on the right
7. Type in your answer and Confirm by re-typing the answer
8. Click SAVE.
6
7
8
20
Basic Navigation in SAP
SETTING YOUR SECURITY QUESTION
9. Enter SSN and Birth Date
10.Click the Reset Password link.
9
10
21
Basic Navigation in SAP
SETTING YOUR SECURITY QUESTION
11.Click Exit (PC) or Red Exit button (MAC).
12.Then go back to the ERP Website and re-enter the ERP Portal.
22
Basic Navigation in SAP
1. Select “Reset Password”
If you want to reset, have forgotten your password or your User ID is locked, you can reset your password and unlock your ID.
RESET/FORGOTTEN PASSWORD OR LOCKED USER LOG ON
1
23
Basic Navigation in SAP
2. Enter your User IDin the Login field
3. Click “Continue”
RESET PASSWORD - Continued
2
3
24
Basic Navigation in SAP
1. Enter your Social Security Number (numbers only-no dashes)
2. Enter your Birth Date MM/DD/YYYY (with slashes)
3. Answer your Security Question (case sensitive)
4. Select “Reset Password”
RESET PASSWORD - Continued
123
4
25
Basic Navigation in SAP
Your Password has been Reset.Your new password is: Password#
PC: Click “Exit” to exit this screen
MAC:Click the “Red Exit” button to exit this screen
RESET PASSWORD - Continued
26
Basic Navigation in SAP
1. Log back into the system
2. Enter your User ID
3. Enter “Password#” in the Password field
4. Click on the Log on link
RESET PASSWORD - Continued
23
4
27
Basic Navigation in SAP
RESET PASSWORD - Continued
Enter the required information (Remember, your Old Password is Password#, New Password rules are on page 29)
1. Enter the Old Password (Password#)
2. Enter your New Password
3. Confirm your New Password
4. Click Change
1
43
2
28
Basic Navigation in SAP
PASSWORD RULES
Must be at least eight characters long
Must contain at least one uppercase and one lowercase letter
Must contain at least one of the following special characters: Example ! “ @ $ % & / ( ) ?
Cannot be identical to the last five passwords
The first three characters cannot be identical
Cannot start with “ ! ” or “ ? ”
Must be reset every 45 days
29
Basic Navigation in SAP
PASSWORD SECURITY It is important that all users follow defined security procedures to
ensure information integrity and confidentiality. Your unique user ID and password are attached to all the transactions that you process.
You are identifiable and accountable for the transactions you process in the system. You do NOT want someone else processing data with your user ID.
Unique passwords are used to ensure only authorized individuals have access to those portions of the system required to perform their respective jobs. Passwords also secure sensitive and confidential data. In order for passwords to be effective, they must be kept confidential to ensure that no one can access the system under your identity. Warning: In SAP, if you give someone your password, you give them access to view your personal information (ex. SS#, insurance, beneficiaries), as well as the ability to change sensitive data (e.g. bank information,W2 information, etc).
30
Basic Navigation in SAP
ERP Portal Screen Tabs in the Portal screen will be customized for each user
The customization is based on the user’s role All users will have access to the Home and Employee Self
Service (ESS) tabs
31
Basic Navigation in SAP
SAP Access via the ERP Portal
Click Here
32
Basic Navigation in SAP
SAP Access WebGUI
Click Here
33
Basic Navigation in SAP
Copyright Pop-up Window
You will only see this the first time you log on to SAP.
Click the green check icon to continue
34
SAP Basic NavigationLesson Two
Accessing Transactions: Easy Access Menu
35
Basic Navigation in SAP
SAP Menu The default screen is called the SAP Easy Access Screen.
When logging in, SAP menu will display
36
Basic Navigation in SAP
Menu, System, and More… are buttons with black cornersindicating a drop down menu
The Menu button is an expandable tool that navigates with arrow keys to submenus
System and More are expandable tool buttons that will display a list of actions
Navigation Buttons
37
Basic Navigation in SAP
1. The Title Bar indicates the name of screen
2. Navigation Area contains folders and transactions
3. The Status Bar displays system messages
Toolbars & Navigation Area
1
3
2
38
Basic Navigation in SAP
Moving from the Easy Access Screen to Transactions
What is a transaction?• Enables user to create, change, and display data or
run reports in SAP How do I get to a transaction from the Easy Access
Screen?
39
Basic Navigation in SAP
Getting Around
1. Fast Path2. Favorites
2
1
There are two ways to access transactions in SAP:
40
Basic Navigation in SAP
Accessing Transactions using the Fast Path Field
Each action in SAP has a transaction code which can be used instead of the menu path to navigate to the proper screen
A transaction code can consist of letters, numbers, or both
Type the transaction code in the Fast Path field and click Enter to navigate to that transaction
Don’t click this triangle…It will close the Fast Path Field!
Fast Path Field
41
Basic Navigation in SAP
If you Close the Fast Path Field by Mistake
Reopen the Fast Path field by clicking on the Triangle
Now you can enter your transaction code
42
Basic Navigation in SAP
Fast Path Field
By entering a transaction code instead of using the Easy Access menu, you can go to a task and start the function in a single step. Although using transaction codes efficiently requires some memorization of transaction codes related to your role in SAP, it is also a quicker way to get around in the SAP system.
Accessing Transactions using the Fast Path Field (Continued)
43
Basic Navigation in SAP
Click to open or close the Fast Path
Accessing Transactions using the Fast Path Field (Continued)
• The Fast Path Command Field provides direct access to a transaction’s initial screen from any screen and allows for speedier access.
• To enter a transaction and start a task, place the cursor in the Fast Path, enter the transaction and click enter.
Enter the transaction in the Fast Path field
44
Basic Navigation in SAP
Status Bar
The Status Bar containsthe transaction code along with other system information.
Accessing Transactions using the Fast Path Field (Continued)
45
Basic Navigation in SAP
Is there an Easier Way to Navigate?
How can I easily get to where I need to be? Set up Favorites!
46
Basic Navigation in SAP
Favorites
You can set up links to commonly used transactions in the Favorites folder.
47
Basic Navigation in SAP
Creating a Favorite
From the menu bar
1. Select Favorites2. Select Insert
transaction codeor
Right click Favorites and choose insert transaction.
1
2
48
Basic Navigation in SAP
Creating a Favorite -- continued
3. Enter the desired Transaction Code
4. Click the green check
4
3
49
Basic Navigation in SAP
Creating a Favorite -- continued
5. The transaction will display in your Favorites folder
5
50
Basic Navigation in SAP
Displaying the Technical Names for Transactions
From the menu bar
1. Select Extras
2. Select Settings:
3. Select Display technical names
4. Click the green check icon
1
3
4
2
51
Basic Navigation in SAP
Displaying the Technical Names for Transactions (Part Two)
Technical Names Not Displayed
Technical Names Displayed
52
Basic Navigation in SAP
Creating a Favorite Folder
You can also create Favorite Folders – to further organize your favorites.
From the menu bar
1. Select Favorites2. Select Insert folder
orRight click on Favorites and Choose insert folder
2
1
53
Basic Navigation in SAP
Creating a Favorites Folder -- continued
3. Enter the desired Name for the folder (in this example we will use “HR Transactions”)
4. Click the green check
4
3
54
Basic Navigation in SAP
Creating a Favorites Folder -- continued
5. The new folder will display in your Favorites folder
5
55
Basic Navigation in SAP
Adding Transactions to A Favorites Folder
1. Select the desired favorites folder
From the menu bar
2. Select Favorites
3. Select Insert transaction code
1
2
3
56
Basic Navigation in SAP
Adding Transactions to A Favorites Folder --continued
4. Enter the desired Transaction Code
5. Click the green check
4
5
57
Basic Navigation in SAP
Adding Transactions to A Favorites Folder --continued
6. The transaction will display in the Favorites folder you selected
6
58
SAP Basic Navigation Other Basics – Lesson Three
59
Basic Navigation in SAP
A session is a SAP window. This SAP window will allow a user to navigate a series of screens to perform certain tasks.
• When you log on to the ERP System, the system opens a single session in which users can perform one SAP task at a time.
• Multiple sessions may be opened and run simultaneously, however only two sessions are recommended.
• When using multiple sessions users are able to find key information needed for another transaction or task without exiting the existing transaction; for example, displaying the details of a vacant position before hiring an employee.
Sessions: Single and Multiple
60
Basic Navigation in SAP
PC Computers
To create a new session:
1. Click the SAP Access Tab on the taskbar at the bottom of your screen
1
Sessions: Single and Multiple -- Continued
61
Basic Navigation in SAP
Sessions: Single and Multiple -- Continued
2. Click the WebGUI Link
A new session will open.
Press Alt + Tab on your PC to toggle between sessions
2
62
Basic Navigation in SAP
Sessions: Single and Multiple -- Continued
MAC Computers
The F10 key allows you to view all of the open SAP sessions at one time.
To create a new session
Click the F10 Key on your keyboard
1.Click the WebGui link on the SAP Netweaver Portal session
A new session will open.
1
63
Basic Navigation in SAP
Moving from One Transaction to Another
You must type /N before the transaction code to move from one transaction to another.
64
Basic Navigation in SAP
System Messages
System messages will display to the bottom left of the screen
Errors must be corrected before proceeding
Click Enter to proceed past a warning message to make a correction
Budget, Procurement, Payroll, and HR will each have their own system message codes. System Messages will be trained in each of the fundamental courses.
Message Type Message Description
Error Messages Indicates a problem that must be corrected before continuing.
Information Messages No action is required. SAP is informing you of a particular fact or condition. However, you must hit enter to get past the message.
Warning Messages Indicates there may be a problem with the data you have entered. You may have to correct the problem before continuing.
65
Basic Navigation in SAP
Standard Screen Elements -- BarsSAP uses five tool bars: menu bar, standard tool bar, title bar, application tool bar, and status bar.
1. The menu bar displays menu options for the transaction and provides selections for applications or system functions. Depending on the screen, the menu options change; however, System and Help ( in the submenu of System) are available on the menu bar for all screens.
2. The standard tool bar includes buttons or icons for standard functions such as saving, or printing a file and accessing help.
3. The title bar displays the name of current transaction.
4. The application tool barincludes buttons or icons relevant for the transaction.
1 432
66
Basic Navigation in SAP
Standard Screen Elements – Bars (Continued)
5. The status bardisplays system messages
6. By double-clicking the Status Bar the system displays details about the system message
5
6
67
Basic Navigation in SAP
1. If the buttons or Links are gray on the screen, they are not active and cannot be used.
1
Standard Screen Elements – Bars (Continued)
68
Basic Navigation in SAP
Some frequently used buttons on the tool bar include:
SAP displays the previous screen
SAP displays the screen from the previous level
SAP aborts a process and cancels the information
“Expandable” Navigate with arrow keys
“Expandable” Navigate with arrow keys
Standard Screen Elements – Bars (Continued)
69
Basic Navigation in SAP
1.Tabs allow for more efficient display and/or maintenance of data
2.Click to view a list of all available tabs
1 2
Standard Screen Elements – Tabs
70
Basic Navigation in SAP
FIELDSSAP has four types of fields:
1. Mandatory-Data is required to process transaction (Mandatory fields are indicated with a checkmark)
2. Optional-Data is not required to process transaction
3. Default-System automatically displays data in the field selection
4. Selection-either single or multiple options (see next slide)
1
2
3
Standard Screen Elements – Fields
71
Basic Navigation in SAP
STANDARD SCREEN ELEMENTS: FIELDS (CONTINUED)
Selection
Single Only one option
is allowed
Multiple Multiple options
are allowed
Single
Multiple
72
Basic Navigation in SAP
MATCHCODESSAP uses matchcodes so that you do not have to memorize all the codes used for different items; for example, you can use matchcodes to look up an employee.
To Use Matchcodes:1. Click in the field (The cursor
must be active in the field or the matchcode icon will not show up)
2. Click icon
3. Enter the information you know
4. Click to view a list of items that meet your criteria
Double-click the item you want
ResultThe system transfers the data into the field of the original screen.
Use the icon to select a different search method/category.
1 2
34
73
Basic Navigation in SAP
Field Help
1. Position the cursor in a field and select F1 on the keyboard
2. A pop-up box will appear that gives an explanation of the field
12
74
Basic Navigation in SAP
Logging Off of A SAP Session
1. Select the Log off button on the SAP Easy Access screen
2. You will be warned about saving your data even if you have saved it!
3. Select “Yes” to log off
If you have other sessions open, they will remain open
1
2
3
75
Basic Navigation in SAP
Ending a Session
Ending a session is another way of logging off SAP Save your work before you close a session From the menu bar choose System>
End Session Additional logons you may have in SAP will remain open
– Each session must be closed separately
76
Basic Navigation in SAP
Logging Off The ERP Portal
To log off the ERP portal, click the log off link in the upper right corner of the ERP portal screen
77
Basic Navigation in SAP
Course SummaryYou should now be able to:
Log on/off the ERP PortalNavigate the SAP Easy Access screen Identify transactions in SAPAccess transactions using:
Transaction codes Favorites folders
Navigate transaction screensEnter data in fields using
Free entry (manual typing) Matchcodes (look up)
Recognize system messagesAccess Help for field definitions
78
Follow-Up & Support Options
79
Basic Navigation in SAP
ERP SUPPORT CENTER 754-321-8120
ERP Website:
web/erp -or-
http://www.broward.k12.fl.us/erp/ CAB Conference
User Support Options
Broward County Public Schools
School Board Members
Ann Murray, Chair Laurie Rich Levinson, Vice Chair
Robin Bartleman Maureen S. Dinnen
Patricia Good Donna P. Korn
Katherine M. Leach Nora Rupert
Benjamin J. Williams
Superintendent of Schools Robert W. Runcie
The School Board of Broward County, Florida Prohibits any policy or procedure which results in discrimination on the basis of age, color, disability, gender, national origin, marital status, race, religion or sexual orientation.
Individuals who wish to file a discrimination and/or harassment complaint may call the Director of Equal Education Opportunities at (754) 321-2150 or Teletype Machines TTY (754) 321-2158.
Individuals with disabilities requesting accommodations under the Americans with Disabilities Act (ADA) may
call Equal Educational Opportunities (EEO) at (754) 321-2150 Or TTY # (754) 321-2158