sap navigation

Copyright © 2012 NTT DATA, Inc. 1

Orion Engineered CarbonsWeekly Meeting04/30/2012


SAP Navigation & CO Overview

May 2012


Course Agenda8:30 – 10:15 SAP Basics & Nav10:15 – 11:30 CO Overview


Lesson 1: Introduction to SAP

Lesson 2: Logging In

Lesson 3: Basic SAP Navigation

Lesson 4: Search Fundamentals

Lesson 5: End User Customization

Lesson 6: Logging Off

Objectives


LESSON 1:

Introduction to SAP


SAP stands for Systems Applications and Products in Data Processing. Designed and developed by 5 IBM engineers during the 1970s as a standards based software alternative to custom built ERP software.

SAP develops ERP products to be used by companies to manage their enterprise. This includes managing their day to day operations, logistics, finances, month end, quarter end and yearly activities, reporting, HR etc. Although there are a couple of other ERP vendors who do the same, the key differentiator for SAP is the way in which SAP integrates all these operations and makes for a seamless system that is both easy to use and at the same time sophisticated enough to include all kinds of complex activities that are needed for any kind of enterprise.

What is SAP?


LESSON 2:

Logging Into SAP


Things you will need:SAP installed on your computerInternet connectionSAP Logon Desktop Icon Access to SAP environment (i.e. DEV, PRD)User ID and Password

Before We Begin


Double click the SAP Logon icon on your desktop to access theSAP system.

If you do not have access to the SAP system, you should contact {insert Orion Helpdesk info} to load the SAP GUI on your computer.


Double click the correct SAP environment.


Enter your User ID and Password in the appropriate name fields.When entering your password type directly over the asterisks,you do not have to delete them.

Then click the green Check mark or hit enter.


The first time you logon to the system you will immediately be prompted for a new password. Passwords must be 8 characters long, they cannot begin with the first 3 digits of your User ID, and they must be changed every 30 days. When changing your password, you may not use the last 5 passwords you utilized previously.


This will then take you to the following screen which isthe first SAP window from where you can navigate tothe various SAP transactions.


LESSON 3:

Basic SAP Navigation


SAP Screen Features


A typical SAP screen has seven main areas: Screen Header, MenuBar, Standard Toolbar, Title Bar, either a Navigation Toolbar orApplication Toolbar, Screen Body, and Status Bar.

The SAP Window


Screen HeaderDisplays standard Window buttons such as minimize,Maximize and close. On a PC the Screen Header also contains the StopTransaction button (upper left corner), which can be used for stoppingtransactions (reports) that have already been run.Menu BarThe Menu Bar contains menus for the functional and administrativeareas of the system. As you navigate through SAP screens, the optionson the Menu Bar will change, but every Menu Bar will contain Systemand Help. Clicking on the System option on the Menu Bar opens a dropDown menu of useful functions such as Create session, End session andLog off.

Standard ToolbarThe Standard Toolbar contains the Command field and the standard SAP Toolbar buttons.

Title BarThe Title Bar displays the name of the screen you are working in.

SAP Window Components


Navigation Tool BarThe Navigation Toolbar contains the SAP Standard Menu, SAP User Menubuttons and Favorites.

Application Tool BarThe Application Toolbar is located directly below the screen title, in the place of the Navigation Toolbar. It contains buttons that duplicate functions available from the menu bar but provide quicker access to some of the most commonly used functions for the current screen and system tasks.

Screen BodyIn SAP, the Screen Body will display different elements depending on where you are in the system. On the SAP User menu and the SAP Standard menu screens, the screen body contains the navigation area and the non-active work area.

Status BarThe Status Bar, located at the bottom of the SAP screen, displays system messages and other session information.

SAP Window Components


MENU BARThe Menu Bar contains menu paths available for navigation fromthe current screen. The menu options vary according to screenor task. On the following screen, the available options include:

To navigate a menu path, click on the desired option on theMenu Bar in order to view more menu options for that modulearea.


STANDARD TOOLBARThe standard toolbar, located just below the menu bar, containsbuttons/icons for performing common actions such as Save,Enter, Back, Exit, Cancel, etc. The toolbar also contains theCommand field (see white rectangular box in red circle belowwhere transaction codes can be entered).

If you are in a particular transaction and want to proceed to thenext transaction without going back to the main menu, you canenter “/n” followed by the transaction code in the commandfield, then click .


STANDARD TOOLBARThe functions that can be performed with the Standard Toolbarwill be dependent upon where you are in a particulartransaction.

For example, notice in the toolbar that the Save icon is“grayed out”; you would not be able to Save in this instance.Other buttons may be “grayed out” at any given time dependingon where you are in a particular transaction (i.e., what screenyou are on). (insert toolbar w/out CB circle)


STANDARD TOOLBAR (BUTTONS AND FUNCTIONS)


APPLICATION TOOLBARThe Application Toolbar is located directly below the screen title withina transaction. It contains buttons that duplicate functions availablefrom the menu bar but provide quicker access to some of the mostcommonly used functions for the current screen and system task.{Update SS}

APPLICATION TOOLBAR BUTTONS


SCREEN BODYIn an SAP transaction screen the screen body contains: the ObjectManager which is used as an area for conducting searches forpersonnel data files, and the Work Area that has entry fields in whichyou can enter, change, or display information to accomplish yoursystem task. (see following slide)

The SAP Work Area has three field types: Required, Default, and Optional (see following screen)1.Required Entry fields are usually flagged with a checked box. You must enter

data in Required Entry fields in order to proceed with a system task.2.Default Entry fields already have a system entry. However, you may be able

to overwrite the system entry depending on the system task and / or your SAP profile.

3.Optional Entry fields are those in which you may enter data, but an entry is not required by the system in order to proceed with a system task. Some Optional Entry fields may become required depending on the values entered in other fields.


SCREEN BODY (Update SS)


SCREEN BODY

Required Field

Default Field

Optional Field


STATUS BAR

The message on the left hand side indicates that the invoice wascreated and what document number it was assigned.

The information on the right hand side of the status bar indicates thetransaction code currently being used, server name, and whether you are in overwrite keyboard mode (OVR) or insert keyboard mode (INS).

To change what information is displayed, click on the drop-down arrow (circled above) to open the selection list dialog.

The Status Bar is located at the bottom of the SAP screen. Itdisplays important system messages, such as errors andcompletion of transactions, as well as other session information.The example below shows the message generated by the systemwhen an invoice was processed and saved:


System Option Features


To enter information in the SAP System, you must sometimesselect among several options. In some cases, you can select onlyone option; in other cases, you can select more than one. Whenyou are limited to only one option, radio buttons identify theoptions:

When you can select multiple items, options are identified bycheckboxes:

Radio Buttons and Checkboxes


The SAP System displays dialog boxes when it: Requires more information before it can proceed Is providing information, such as messages or specific information

about your current task.

Before you can continue, you must choose an action from a dialog box.To choose an action, choose one of the buttons at the bottom of thedialog box.

A sample dialog box is shown here:

Dialog Boxes


When you work in the SAP System, you will sometimesEncounter input fields containing a checkmark icon. These arerequired input fields. An example is shown below:

If the screen you are working in contains any required inputfields, you must enter data in these input fields before you canproceed to the next screen or tab (if the screen is using tabs).

Required Input Fields

If you have not completed all the required input fields on ascreen, the SAP System displays an error message in the statusbar. At the same time, it places the cursor in the required inputfield so that you can make the necessary data entry.


Tabs enable you to enter, display, and alternate betweenmultiple screens. In transactions containing multiple screens,they provide a clearer overview. In addition, tabs enable you toproceed from one tab page to the next without havingcompleted all the data. To access a tab page, select thecorresponding tab header.

Tabs


In some cases, you must complete all required input fields on a tab page before you can move to the next tab page.

In the case of longer tab strips, not all of the tabs appear on the screen. The left and right arrows at the top of the tab strip allow you to scroll to all the tabs.

If you choose the button at the right of the tab strip , the system displays a list of all the tabs on the tab strip. If you select a tab from this list, the selected tab page moves to the foreground.

Tabs are arranged in order of importance or in the process order of the transaction. Tab headers can contain text, icons, or both.

Tabs


Features & Procedures


Once you have logged into SAP, you will be presented with ascreen similar to this:

In order to reach a specific transaction, such as running a budgetreport or creating a purchase requisition, you will need to drilldown to the lowest level.



Drilling down is achieved by clicking once on aright-pointing arrow.

Each transaction can have multiple levels. The lowest level isindicated by the cube symbol. Double clicking the lowest levelwill take you to that transaction.



A transaction code is a faster way that can be used to reach atransaction screen without using a menu path. It is analphanumeric value that identifies a “transaction”, such asFB60,which is used for Entering a Vendor Invoice.

The Command Field has been circled in red below. This is whereyou can enter the transaction code:

After entering a transaction code, hit <Enter> or click theGreen Checkmark to proceed to the transaction.

How to Enter Transaction Code


The navigation options in the SAP R/3 System are intended togive the user as much freedom as possible when movingbetween screens and tasks. To support this, a number ofstandard functions (such as "Back", "Exit", and "Cancel") areoffered.

Note the green checkmark and colored arrows on the followingscreen (green, yellow and red).

Navigation Arrows


The functionality of each of these icons is explained asfollows:

Green CheckmarkThis icon is used as the ENTER key that allows you to continue to the

next step. It is used when you require the system to validate your field entries and then move to the next function, or screen, in a system task. This key does NOT save the information that you enter. For that, you will have to use the SAVE icon.

Green Arrow This icon is used as the BACK key. It is typically used to go back to the

previous screen or menu level.

Yellow Arrow This icon is used as the EXIT key. It is used when you want to exit

the current menu level or system task without saving the data.

Red X This icon is used as the CANCEL key. It is used when you want to cancel

the data you entered in the current system task.

Navigation Arrows


You can use the four paging buttons to move through a long listor report.

To move: A page up: click on the single up arrow A page down: click on the single down arrow To the first page: click on the up double arrows To the last page: click on the down double arrows

Paging


You can work with multiple sessions (up to 6) of SAP. A session isequivalent to a window. What this feature allows is to have two,or more, windows open at the same time. For example, you canuse one window to work on the transaction “Create an invoice”.Simultaneously, you can use the other window to go to anothertransaction to check the address of the vendor, without closingthe first window.

Creating a New Session


The following screen highlights the icon that is used to create anew session:

To create a new window: Click on the icon highlighted by the red circle on the above screen.

You can switch between the two windows, the old and the new,by: Pressing the <ALT>& <TAB> keys simultaneously to move to

the other window(s)

Creating a New Session


LESSON 4:

Search Fundamentals


When entering data, you will at times need to conduct a searchto determine the appropriate data to enter in a field. There are afew ways that this can be accomplished.

In the example below, a Vendor Number is required. If you donot know the number, a search facility is available for this field.When your cursor is in the field, the search button will appearimmediately to the right when available. See the red circlebelow.

Field Entry Searches


After clicking the search button (or pressing F4), a pop-up window similar to the example below, will be displayed. This window provides options for conducting your search. Often, there are several tabs available, which give different search options.

Note the three buttons in the upper right corner. The left arrow will bring the previous tab to the front, the right arrow brings the next tab to the front, and the selection list displays a listing of all available tabs and allows you to choose which to bring to the front.



Once you have chosen the tab that corresponds to your desired search method, enter data in the fields to limit your search. You may complete all, some, or none of the fields. If no fields have been completed, the entire list of possible selections will be returned. In the example below, only vendors with a Houston address will be returned.

Click the green check to execute the search. To cancel and close the pop-up window, click the blue X . .



Sample search results are shown below. When the desired item is located, double-click it. Or highlight it by clicking on it once and then clicking the green check . If you are not satisfied with the search results, click the blue X to close the window.

The result of either of the two methods above will be the entry field being populated with the selected data.



While conducting a field entry search, you can use an asterisk (*)as a wild card character to help expand the search.

In the example below, a vendor name is beingsearched. Instead of entering a full name, only the first three lettersfollowed by the * wild card.

Using a “Wildcard”


This will return all vendors whose names begin with thoseletters.

To sort the result set, just click on the columnheading – a small red triangle will indicate that the column has been sorted.

Using a “Wildcard”


LESSON 5:

End User Customization


Favorites


A favorite is just like a bookmark in a Browser, which enablesyou to reach a transaction without using a menu path or typingin a transaction code.

Creating a Favorite

Three ways to create a favorite:1. Navigate to the transaction code

you want to add to your favorites. Highlight it by clicking on it once Click on Favorites on the menu bar

and scroll down to Add

2. Navigate to the transaction code you want to add to your favorites.

Highlight it by clicking on it once Click the “Add to Favorites” Icon

3. Navigate to the transaction code you want to add to your favorites.

Highlight it by clicking on it once holding down your mouseNow drag and drop it into the Favorites folder


DELETING A FAVORITE. How to delete a favorite:1. Navigate to the transaction code that you want to

add to your favorites and highlight it by clicking on it once.

2. On the tool bar, click the Delete Favorite icon3. Your favorite is now deleted.

How to change a favorite:1. Navigate to the transaction code that you want to add to your favorites and

highlight it by clicking on it once.2. Follow the menu path at the top of the screen Favorites >>Change (The change a favorite text box will appear)3. Delete the menu path information while retaining the transaction title. 4. Change the name to something the business can recognize5. Once changed, click the Continue button 6. Your favorite is now changed.

Changing/Deleting FavoritesCHANGING A FAVORITE.


1. Follow the menu path on top of the screenFavorites >> Add other objects (The add additional objects selection box will appear)

2. Click the radio button next to Web address or file.

3. Once you have entered Web address, click the Continue button to close selection box.

4. Click the Continue button again to complete.

5. Your Web address is now added. 6. To access Website, simply double-

click on the web link in your favorites folder.

Adding a Web Address to Favorites


User Settings


User Settings are formatting options that modify the look andfeel of SAP. The Settings screen allows you to choose whetheryou see the water graphic in the work area of certain screens,whether transaction codes are viewed as part of eachtransaction title, where Favorites are placed on the custom SAPUser menu as well as the SAP Standard menu, and whether alltransactions or only Favorites are.

On the following slide, we will explain each setting listed below in detail.


1) Display favorites at end of listThe default for this setting is checked. When this setting is checked, the Favorites folder is displayed below the User menu and SAP menu in the Navigation Area. If it is unchecked, the Favorites menu moves to the top of the display. You may check or uncheck this box according to personal preference.

2) Do not display menu, only display favoritesThe default for this setting is unchecked. When this setting is checked the Favorites folder is the only thing displayed in the Navigation Area, and The User and SAP menus are inaccessible. If it is unchecked, all menus are displayed.

3) Do not display picture The default for this setting is unchecked. When this setting is checked, the water graphic on the right hand side of the Navigation area will disappear. If it is unchecked, the water graphic is displayed. You may check or uncheck this box according to personal preference.


4) Display technical namesThe default for this setting is checked. When this setting is checked, the transaction code is displayed next to each item on the User and SAP menus. If it is unchecked, the transaction code is not displayed.

5) Show first levelThe default for this setting is checked. When this setting is checked, the HR Role subfolder is displayed on the User menu. If it is unchecked, that submenu is not displayed. We recommend that you leave this box checked so that all menu options will display properly.


LESSON 5:

Logging Out of SAP


It is important to remember to log off when you are not usingthe SAP system as it contains confidential business information.

How to Log off of SAP:1. From the menu bar at the top of the screen, follow the menu

path - System >> Log Off2. The dialog box below will pop up

3. Click the Yes button.4. You are now logged out of SAP.


Questions?


BREAK TIME

PLEASE RETURN BY 10:15


Train the Trainer

Controlling

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Organization Structure



and proprietary

CO Enterprise Structure Operating Concern Controlling Area Company Code Cost Center Profit Center



and proprietary

CO Master Data Cost Center Profit Center Cost Elements Activity Type Statistical Key Figure



and proprietary

CO Master Data Groups Cost Center Group Profit Center Group Cost Element Group Activity Type Group Statistical Key Figure Group


Chart of Accounts vs. Company code


Controlling Area

CO Area: OECB Orion Engineered Carbon Black


CO Module Integration

72

HR

PP

PS PM

FI

SD

MM

CO


Questions?

sap navigation

Documents

required input fields

basic sap navigation

required entry fields

provide quicker access

optional entry fields

sap standard menu

screen favorites

hand side