introduction to sap 2014

8/10/2019 Introduction to SAP 2014

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Intro to SAP (V1201) Page 1

Introduction to SAP


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Introduction to SAP ERP

SAPs ERP is an Enterprise Resource Planning (ERP) system designed to assist an

organization with the integration and management of business processes. The system deals

with the problems of organising and executing the millions of transactions that arefundamental to many large businesses. SAP is the leader in the ERP market. SAP ERP is avery large system which incorporates over 30,000 tables, 50,000 transactions and 15,000

reports. This tutorial is an introduction designed to assist you with familiarising yourselfwith the SAP ERP basics.

Getting Started

SAP ERP can operate on a variety of personal computers using different operating systems.But no matter which equipment or operating system which is used, there are somenecessary requirements:

SAPGUIThis is the graphic user interface to SAP ERP that must be installed on any PC that

wishes to access the ERP solution. The SAPGUI is available for the various versionsof Microsoft, Apple and Linux operating systems. The SAPGUI enables SAP ERP to

look identical on any PC no matter what the underlying operating system is. The

main purpose of the SAPGUI is to install most of the screens you are going to uselocally. This reduces the amount of traffic that travels over the network to the server

and has a positive impact on performance.

Log On detailsDue to the value of the information stored in the ERP system it is necessary to

control the access to the software. The SAP administrator would need to establish a

user account for each user who intends to use the ERP system. Each user account isidentified by a user name and requires a password for security. Each user account is

also allocated a particular type of security profile which determines the data a user isallowed to view and change.

The other log on detail you require is the Clientnumber. A Client is a set of self

contained tables required for processing transactions in the SAP system. A user in

one client can not change the data in another Client. You will need to know youruser name, passwordand Clientbefore you attempt to access the system.

Identify your log on details

Client

User Name

Password


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Exercise 1: Logging on to the SAP System

There are various techniques to open the SAP ERP system.

1 Double Click to open the SAP ERP system.

A screen appears which allows you to select which server you want to logon to. Companies

often have more than one SAP solution server.

2. Click the Server that has been assigned to this subject.

3. Click to activate the SAP ERP system.

After a short time the My SAP ERP log on window appears similar to the one below:


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Input Areas of the Screen

Client

A Client identifies a business entity in the ERP system. Each Client contains data

that is completely separate from data in other clients. Different clients areestablished for testing and developing different aspects of the system and fortraining purposes. The system default Clientshould already appear.

UserUniquely identifies you to the ERP system. Your User Idwill be allocated by

your workshop leader and remain the same throughout the unit

PasswordUniquely identifies you to the ERP system.

LanguageIdentifies the language the ERP will be displayed in. Our ERP system default is

English.

4. Type your User Id XXX-NNN

5. Press to mover the cursor to the Passwordtext box.

6. Type your Passwordwhich will supplied by the lecturer

7. Click or press to accept the input.

A new screen will appear which allows you to enter a new password to replace the

temporary one you logged on with.

You now need to create a new password. You will be the only person who knows thispassword so it is important to create a password which is easy to remember. However the

ERP system has some rules about what it allows to be a password.


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Password Rules

Passwords must be at least 3 characters long and less than 8.

Passwords are not case-sensitive.Passwords can not start with a blank space, question mark(?). or anexclamation mark (!).

Passwords can not start with 3 identical characters i.e.. A a a h s a p .

The password can not be p a s s . The password can not be any of the previous 5 passwords.

8. Type your new password.

To hide your new password from other people, it is hidden by asterisks as you type.

9. Press to move to the next text box.

10. Click to enter the new password into the system.

A Copyright message appears on screen.

11. Click to close this dialogue message.


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SAP ERP Main Screen

After logging on to the SAP ECC system the main screen appears:

The SAP ERP main screen has a number of screen elements you need to become familiar

with:

Status Bar The Status Bar displays warning or error messages. It also displays:

Session Number You can have more than one SAP ERP session (similar toa window) opened at one time. This area identifies which

session is the active window. (1)

Client A SAP system can contain more than oneClient. TheStatusBar indicates whichClient (800) you are logged onto.

Server Name This indicates the name of the computer server SAP is installedon. This is different to a Client, which was required when you

logged on.

Insert/overtype This indicates which typing mode you are in. INS

Standard Toolbar

Application Toolbar

Navi ation Area

Status Bar

Menu


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Standard Toolbar This allows you to use icons to perform common navigation tasks.Notice that some icons are dimmed to indicate that they are not

available on this screen.

Application Toolbar This allows you to use icons to perform common tasks for

particular applications.

Navigation Area This lists the options available within each application. It provides ahierarchical menu structure

Menu Bar This lists the options available to customize the SAP environment

SAP Hierarchical Menus

The menu structure within the SAP ERP system can appear to be complex and confusing.

As you move between different applications within the ERP system the menus change

accordingly. However navigation via the menus uses the same techniques no matter whichapplication you are in.

After a bit of practice the menu structure will become much easier. You will soon realise

that transactions related to the movement of materials will appear under the Logisticsmenu, while most financial transactions appear under the Accountingmenu.

There are 2 different techniques you can use to view the contents of each top level menu.

You can either click next the desired application area or double click of the application

area. To view the options in Logistics:

12. Click next to Logisticsto display the options.

next to Materials Managementto display the options.next to Purchasing.next to Master Data.next to Vendor.

next to Purchasing.

You will notice that the symbol appears next to some of the options. This means you

can perform an action at this level.Experiment and see what menu options are available in H um a n R e so u r c e s .

You will notice that is does not take long before you have an extensive menu tree appearing

on the screen. You can use the symbol to close a subordinate menu level or by clickingon the Standard Toolbar

13. Click next to Human Resources and Logisticsto hide the lower menu

options.

14. Close all other menus until you have returned to the top level menu.


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Using Help

SAP has an extensive Helpdocumentation. It is essential that you understand how to usethe Helpdocumentation if you want to gain a better understanding of this system. SAP ERP

provides different kinds of on line Help. You can access the Helpdocumentation a number

of different ways. There is web based Helpathttp://help.sap.com/ :

The Helpmenu contains the following options:

Application help: Displays comprehensive help on the current application.

SAP Library: This is where all online documentation can be found.

Glossary: Enables you to search for definitions of terms.

Release notes: Displays notes which describe functional changes that occur

between ERP releases.

SAP Service Marketplace: Enables you to log on to SAPs web based repository of

SAP resources.

Create Support Message: Enables you to send a message to the SAP for support.

However you need appropriate level of access to do this.

Settings: Enables you to select settings for help

15. Choose HelpSAP Library to display the Helpscreen.

The Helpscreen is divided into two sections. On the left is the Contentsor main headings

while on the right side the Helpdocumentation appears.

16. Click Getting Started Using SAP Softwarein the left pane.
http://help.sap.com/http://help.sap.com/http://help.sap.com/http://help.sap.com/


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A new window appears

17. Click Vnext to Getting Startedto display the available topics.

18. Click Vnext to SAP GUI for Windowsto display the available topics.

19. Click >next to Navigating in the SAP Window

20. Click Element of anSAP GUI Windowto display the contents.

21. Click The Menu Barto display the Help documentation.

Explore some of the other topics.

Once you have explored some of the Help options:

22. Click SAP Libraryon the Help menu barto return to the main Help screen.

23. Click of the Help window to close the last Help screen and return to the SAP

main menu.

Another form of Help documentation is Application Help which can be accessed via a

number of techniques. You can access it by choosing the SAP Librarycommand from theHelp menu or from particular task screen you can access it via the Application Help

command from the Help menu. The major difference between these two techniques is thatApplication Help command is Context Sensitive Help. This means that Help screendisplayed gives help relevant to the SAP screen it was accessed from. To demonstrate this:

24. Choose Human Resources -> Personnel Management -> Recruitment

-> Appl. Master Data on the SAP Main Menu.


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25. Double click to start this action

The Initial Entry of Basic Datascreen appears. To find out about how this screen is

used:

26. Choose Help-> Application Helpfrom the menu bar

The Help documentation for Initial Entry of Applicant Dataappears on screen, as thiswas the task screen that was active. This is an example of context sensitivehelp. From

here, you can select relevant topics.

Glossary

The Helpdocumentation also includes an online glossary which can help you to understand

some of the terminology used in the SAP system.

27. Click Glossaryon the Help menubar to move to this screen.

The Glossaryscreen appears:

SAP Help system enables you to search for particular topics.

Find the term client by using Advanced Search. What data is stored at the C l i e n t level?

(hint 3rdresult).

28. Close of the Help window to close the last Help screen.

29. Click to return to SAP ERP main screen.

ERP Terminology

After working with the Helpfiles you would have encountered a number of ERP terms which

are important to understand if you are going to understand how these systems operate.


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Business Scenario: Grouping of business processes in a specific organizational unitthat

share some similar goals in the enterprise, such as purchasing, services, balance sheetpreparation, production, personnel administration, and so on.

Organisational Units: An organization unit represents any type of organizational entity

found within a company, for example, subsidiaries, divisions, departments, or specialproject teams. These organisational units need to be mapped in the SAP system as they

are the locations where the various Business Scenariosoccur. Some of the possible

organisational units are displayed below:

The types of organisational unitsmapped in the SAP system will depend upon whichBusiness scenariosare going to be used. Some units are only relevant to certain SAP

modules.

List some of the O r g a n i s a t i o n a l U n i t s you would find in a university.

Master Data:Business Scenariosinvolve various objects such as customer, vendors,

products, employees etc. Data which describes these objects is referred to as Master

Data. This data describes the various objects stored within the SAP system. This data

usually remains unchanged over an extended period of time.

A Master Dataobject, such as a customer, can be used by more than module. Each

module may only be concerned with certain aspects of the Master Data.


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List M a s t e r D a t a objects in a Student Administration system

Transactions:are application programs which execute business processes in the ERP

System. They usually result in the changing of one or more master data objects such as

creating a customer order, posting an incoming payment, or approving a leave request.The majority of processing the SAP system is related to transactions. For example the

diagram below illustrates a Transactionthe interaction between the Master Dataobjectsof Customerand Materialin the creation of a sales document.

List some common t r a n s a c t i o n s that would occur within a university.

Document:A data record that is generated when a transaction is carried out and contains

all the predefined information such as sales document, order, pay slip etc.

Reports:Program which reads certain data elements and displays them in a list. SAP hasextensive reporting facilities which enables users to access and display the data in variousformats.


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SAP Navigation

Master Data Navigation

An ERP system stores vast amounts of data about the various objects used in differentbusiness processes. To display the data you want from such a large system there arevarious navigation techniques you need to become familiar with. SAP ECC includes a

number of tools which can facilitate this navigation.

This exercise requires you to find the Master Datafor a particular product. The product we

are interested in is referred to as Deluxe Touring Bike. The Master Datareferring to a

product is called a Material Master. To display the Material Master for a product:

30. Choose Logistics-> Materials Management-> Material Master ->

Material -> Display

31. Double Click to perform this action.

The Display Material: Initial Screen appears:

You want to search for a material (product) called Deluxe Touring Bike, There are usually

thousands of different products in the ERP system, a facility called a matchcodecan makethe search a lot easier. A matchcode is a method of finding a certain piece of data whenyou do not know the specific number of that record.

To access the matchcode tool for a particular field you click the

32. Click to display searchdialog box.

We want to search by Material description.

33. Type *Bike* in the Material descriptionfield to display all materials that have a

Material Descriptionthat includes bike.

Note

You are able to replace letters and numbers by using wildcards. A summary of the

different types of wildcards can be seen below:


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Wildcard Represents

*and + Characters you do not know

* Multiple characters

+ Exactly one character

For example:

Character Searches for everything

z* Starting with z

*sale* Containing the character string sale, such as rvsale07

*f+ Containing an fas the second-to-last character, such as rmlogifa

rp+++sch Starting with rp, ending in sch, and containing any three characters in between,such as rp012schor rpinvsch

34. Click in the dialog box to accept this option and display the search results.

There are a number of products that satisfies the Matchcode.


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35. Click Deluxe Touring Bike (Black) (any one)toselect it.

36. Click in the dialog box to accept this option and to move to the next screen.

Notice that the ERP system has automatically places the material numberin the Materialfield.

What is the M a t e r i a l N u m b e r for the D e l u x e T o u r i n g B i k e ( B l a c k ) ?

Now that the relevant Material Numberhas been found you can display the Master Datafor the product.

37. Click or press

The Select Views dialog box appears on screen. The Material Master stores a large

amount of data depending upon which processes it is involved in within the organization.

The costing data about a material would be of little interest to someone responsible for itsstorage in the warehouse. The Select Viewdialog box allows the user to select which data

from the Material Masterwill be displayed.

From this dialog box it is evident that there is a large amount of information available about

a product. We are going to assume that you are assigned to the purchasing departmentand therefore only require details relevant to this area.


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38. Click Plant Stock button to select this view of the data. You will need to use

the scroll bar to display the other possible views.

39. Click or press

Often products may be used at more than one organisation level in a large corporation or

produced at different plants around within a country or around the world. To display theproduct details which maybe relevant to you, an organisation level will need to be indicated.

40. Click Plantfield to insert the cursor.

41. Click to display a list of possible entries.

This displays the Plants that responsible for the Deluxe Touring Bike (Black).

42. Click DC Miamito select it. (MI00)

43. Click to insert automatically insert the Plantnumber in the Plantfield.

44. Click or press to display the product details.


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The screen contains many fields which may be foreign to you. You can get help on any ofthe fields by clicking the field then clicking the Helpicon on the Standard Toolbaror bypressing on the keyboard.

What is the purpose of the U n r e s t r i c t e d field?

45. Click to close the Helpscreen once you have answered the question.

The icon on a field can also indicate the possible or valid entries for a field.

What are the first five entries for the B a s e U n i t o f M e a s u r e field?

Commercial Measurement Unit Text

46. Click to close the screen once you have answered the question.

The last bit of data you require about this product is its Accounting information. You need

to determine how much money we have tied up in inventory for our Deluxe Touring Bike

material. Previously you only selected Purchasingview of the product. To view otherviews of the Material Masteryou can navigate by using the Tabsacross the screen.

To view the Accountingdetails for the Material:

47. Click on Tab Menuuntil Accounting 1 appears.

48. Click the Accounting 1tab to display the data.


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What is the total dollar amount of the stock? The system could be customized to display

the notations in different currency formats in an implementation.

The final data you require is the Shipping details for this product. An alternative technique

for displaying the views rather than clicking is displaying all views by clicking .

49. Click to display all the views.

50. Click Sales: general/plantto select this view.

51. The Organizational Levels dialog box appears with a Miamisdetails automatically

inserted. Click .

The Sales: General/ Plant Datascreen appears.

You are interested in the weight of the product for shipping purposes. What is the Nett

weight?

If there is a term on the screen you are unsure of such as Loading Grp.you could getfurther information from the Help documentation.

52. Click the Loading grpfield then click therightmouse button to display a pop

up menu associated to this field.

53. Click Help F1option.

You will notice that there are some blue words which indicates that this is a hypertext link to

further information.

54. Click Shipping conditionto follow the hypertext link.

What is the Shipping condition field used for?

55. Click to close the Help screen.

56. Click to return to the mySAP main screen.


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Navigation via Transaction Codes

Up till now the navigation throughout the system has occurred via menus. Sometimes the

menu path can be quite lengthy. A quicker navigation technique is the use of transaction

codes. Every SAP ERP screen has a transaction code. The transaction code for a screencan be viewed by selecting the Status command from the System menu. Once atransaction code is known it can be typed in the Command Fieldon the Standard

Toolbar. This will take you directly to the screen associated with the transaction code.

Clicking on the Standard Toolbarwill display the Command Field

57. Choose Human Resources -> Personnel Management ->

Recruitment -> Appl. Master Data

58. Double click to start this action

59. Choose System -> Status to display data relevant to the screen.

The transaction code (Transaction) for this screen is PB10.

60. Press to close the Status screen.

61. Click to return to the SAP ERP main screen.

62. Click to collapse all menus.

63. Click to display the CommandFieldif it is not already displayed.


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You now want to move quickly to the previous Initial Data Entryscreen. Rather thanremember the menu path to reach the screen you can use the transaction code PB10.

64. Type /nPB10in the Command Fieldon the Standard Toolbar.

65. Press to move to the Initial Entry screen.

66. Click to return to the SAP ERP main screen.

Although you have learnt to quickly navigate to screens using Transaction Codesinitially

you should practice with menu paths so you can get a feel for where transactions can be

found.

SAP ECC Reports

One of the major reasons a company implements an Enterprise Resource Planning System,like SAP, is to get up to date information about what is happening in the company. As

mentioned SAP ERP is installed with approximately 15,000 different reports. The next

exercise will look at examples of some of these reports.

Your manager has asked for details concerning the purchases (Purchase Document) from

a vendor Olympic Protective Gear .

67. Choose LogisticsMaterials Management Purchasing Purchase Order

Reporting

68. Double Click to perform this action.

You will notice that the screen has a number of selection criteriato help narrow the scopeof the information required.


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69. Click the Vendor field to select it.

70. Click to display the matchcode dialog box.

71. Type Oly*in the Nametext box.

Change the Maximum No. of Hitsto 1000.

We have included the *wildcard which means include everything which starts with Oly.

72. Press to accept the entry and display the results of the search.

You will notice that there are many vendors with the name "Olympic Protective Gear". The

one you are interested in is the one with the matchcode101400.

73. Click vendor number 101400 to select it.

74. Press to close this screen and accept this matchcodein the Vendor

field.

75. Click to display the results.

Sorting

The results at the moment are sorted in Purchase document order with the most recent

first. This can be changed by selecting the Sort icons from the Application

Toolbar. The first icon is for ascending while the other is descending order.

76. Click to display the Sort dialog box.


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At present the dialog screen indicates that the data is sorted in ascending order by

document number and then by item. You want to sort by Net Order Valueand thereforethe current sort criteria needs to be removed.

77. Click twiceto remove the current sort criteria.

78. Click Net Order Valueto select this field.

79. Click to transfer this field to the search criteria.

80. Click to perform the sort.

The report is now sorted by Net Order Value.

An alternate technique for performing a sort is by clicking the column heading of the field

you want to sort and then clicking the appropriate Sorticon.. For example you may want

to sort by purchase document number.

81. Click to select this column.

82. Click to perform the sort.

Notice a small triangle appears in the column heading to indicate that it is part of the sortcriteria.

Totals

You can perform a number of calculations on your reports to make them more meaningful.

This can be done by clicking the Total button on the Application Toolbar. Forexample to determine total net value.


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83. Click to select this column.You may have to use the scroll barto view this field.

You may use the horizontal scroll bar to view this column.

84. Click to perform the calculation.

What is the Total Net value for this item?

Drilling Down

SAP ERP provides the facility to drill downto get further details about any item on a

report. This is done by double clicking the item you to get more details about. Once you

have viewed the further details you can click the back button to return to the previousscreen. At the moment we have created a report about "slug for shaft" for a specific time

period. But the report only indicates a matchcode for the vendor rather than the vendor's

details.

85. Double Click vendor matchcode 101400 to view more details about this vendor.

86. Click to view the next screen of vendor's details.

From the original report you could have drilled down to get further details about each

purchase order or product. Drilling down is a very powerful feature which you shouldfamiliarise yourself with.

Logging Off

It is important that when you have finished working with SAP ECC that you log off correctly.

This will protect data but more importantly it will prevent others from unlawfully using the

system under your name. You can either log off by clicking the Exit button on the

Standard Toolbaror by clicking the Close button on the Titlebar.

87. Click on the Titlebar to exit SAP ERP.

A dialog box appears asking to confirm your actions:


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88. Click to exit the system.

You have now completed the introductory tutorial for SAP ENTERPRISE. As you becomemore familiar with the system you will find alternative ways of doing things. We have only

covered the basics and there is a lot more to learn.

GBI Global Bikes Inc.

89. Read the Introduct ion to GBI article.


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Summary

There were a number or new ERP terms you were introduced to throughout this exercise.

These are important to understand. As a summary explain the following terms:

Master data

Material Master

Transaction

Drill down

Match code

Vendor

Wildcard

Client

Organisational Unit

Transaction code

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