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Mohamed Talaat - SAP FICO, TR Consultant - SAP User Navigation

SAP USER NAVIGATION

LOG ON TO SAP

• To log on, click SAP Logon Icon on your desktop

• Select the SAP client to access

• PRD = Production

• TRN = Training (Sandbox)

• Double click on selected client or click Logon button

• Ensure the Client Id field is correct or change if needed

• Production = 400

• Training Sandbox = 520

• Enter user Id and password • User Id and initial password assigned by TC IT

Dept.

• Tab from User Id to Password field

• Just type your password in the field to overwrite the symbols that are there

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

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PASSWORD MANAGEMENT

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

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

3 Mohamed Talaat - SAP FICO, TR Consultant - SAP User Navigation

COPYRIGHT POP-UP WINDOW

• You will only see this the first time you log onto SAP

Select to continue


TC PASSWORD RULES

5

• The same password is used for SAP and ESS in production

• 8 characters; 1 must be numeric

• Cannot be same as user Id

• Cannot be same as prior 5 passwords

• Required by TC policies to change every 45 days

• Keep a record of your password


SAP EASY ACCESS SCREEN AND TOOLBARS Fast Path Field

Standard

Toolbar

Application

Toolbar

SAP is a Windows-based system. You can navigate in SAP using buttons, toolbars and windows

the same way you would in other Windows applications like Word or Excel.


SAP EASY ACCESS SCREEN Title Bar

Status Bar

Navigation Area


SCREEN FEATURES EASY ACCESS SCREEN

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Enter

Icon

SAP Pull-down

Menu SAP Standard

Toolbar

Application

Toolbar Command

Field

Status Bar Session and

System

Number

Minimize,

Maximize, Close

buttons

Menu Path

This is the standard screen

displayed when you log on to

SAP Divider can be

adjusted from left

to right by putting

your cursor on the

line and dragging


STANDARD TOOLBAR ICONS FUNCTIONALITY

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- Confirm information entered

- Save entered information

- Move to previous screen

- Exit current area or SAP

- Cancel or stop current transaction

- Find an entry in a screen or table

- Find next instance of same data

- Print

- Scroll up to first page

- Scroll down to next page

- Scroll down to last page

- Open a new session

- Create a desktop shortcut to SAP report,

transaction, or task

- Provide SAP help

- Scroll up to previous page - Enter transaction codes

- Customize local layout


COMMON APPLICATION ICONS & FUNCTIONALITY

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- Execute an application, program,

or report

- Change an existing entry or record

- Display/view an existing entry

or record

- Get pick list of possible values

for selected field

- Copy an existing entry or record

- Indicates a field is a required field

- Delete an existing entry or record

- Create new entries or records

Application Icons change as the screen changes

- View previous record in a

transaction

- Add a transaction to the Favorites

folder

- View header information - View line item information


SCREEN COMPONENTS

• Radio Buttons – click in circle to select option

• Check boxes – click in box to select option

• Buttons – click on button to select option

• Entry fields – type data directly in field

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SCREEN COMPONENTS (CONT’D)

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

• Pop-up window - windows that appear for data entry or explanation

• Tabs – appear on some transactions for selection of various screens


TYPES OF FIELDS

• Mandatory fields have a check mark

• Optional fields are blank

• Fields with matchcodes (drop down icon) allow searching on the field for allowed entries

Mandatory

Field

Matchcode


SCREEN COMPONENTS (CONT’D) • The status bar is at the bottom of every screen in SAP

• Left Half – displays system messages. Three types of messages are

displayed: • Information messages – displayed in green. (Read and then click the button within the message to clear)

• Example

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

• Example

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

• Example


SCREEN COMPONENTS (CONT’D)

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

• Right half – displays system and logon information

• DV1 – SAP client

• (2) - number of the session currently in play

• USSAND - application server

• INS – mode for data entry

• INS = insert

• OVR = overwrite

• Click on the button to view additional information

on the system


NAVIGATING IN SAP TRANSACTION CODES

• From Easy Access Screen

• Enter transaction code

• From other screens

• Enter /Nxxxx (where ‘xxxx’ = transaction code) to go to another transaction within same session

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

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Transaction codes are the unique identifiers for the screens in SAP. They are

entered directly in the Command Field on any screen. Click the Enter icon or

press Enter on your keyboard after entering the transaction code. The transaction

code and the name of the transaction are displayed in the SAP menu. See

Lesson 6 on Customizing Your Work Area to learn how to set up the transaction

codes in the menu.


MENU PATHS

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

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

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Favorites

Folders &

Sub-folders

Transactions


FAVORITES

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

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Rather than searching through the Menu Path for your most frequently

used transactions, you can set up your own Favorites


ENTERING DATA

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

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

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

• INS = Insert

• OVR = Overwrite

• Click here to move between the two modes


ENDING A TRANSACTION

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

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


CREATING DESKTOP SHORTCUTS

Right-click on the transaction line item in the menu

Select the action Create shortcut on the desktop

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

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

take you directly to your commonly used transactions

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


SYSTEM MESSAGES

•Train your eye to look at the bottom of the screen for system messages.

• You must correct an error message to proceed.

• You must hit Enter to proceed past a warning message.

• An information message usually appears when you complete a transaction, such as

giving you the number of a purchase requisition you just created.


SCREEN MESSAGES • Traffic light icons are also used to display document status

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Entry is accepted and approved

Entry is ready for approval

Entry is rejected


WORKING WITH SESSIONS • Multiple sessions allow you to look up information in one transaction

while entering information in another transaction

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

• Maximum allowed is sessions open at time 6 sessions.

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

on the standard toolbar

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

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

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• Select the yellow arrow

at the top of any screen

• Or select System: Log off

LOGGING OFF OF SAP

> You will be warned about

saving your data even if

you have saved it!

> Select “Yes” to log off


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