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SAP Overview Student End User Manual

1. sceeeeeeeeeeeeeeee 49 Passwords cocococcccoccnononononnon nono nora 49 Performance Assistance BOX 19 Practice lesson 1 25 Practice lesson 2 68 Practice lesson be 54 Practice lesson pe 84 Printing nee ieh 51 Production Planning s es 30 Profit Center numbers sssossonnnnnsennenanaaen 91 Q Quick Reference Guide oooccnnccncocccccnnos 91 R Reports nee 35 Required elde nenne 13 Right clicking the mouse 63 S Sales and Distribution nee 30 SAP Course Outline 0uu00444nner nennen 3 SAP COUTSOS ciar 79 SAP Help Portal 78 SAP modules used at SEBA n e 30 SAP Overview course summary 87 SAP standard menu insert items into 32 SAP system Concept 34 Index SAP aron Meetai ea EE 7 SAP the Company 81 SAP wbatHis 7 Save vs entry in screens 65 SBS Service Deck 83 Screen functions viewing by right clicking 19 Screen help Fl neeesser 19 Screens CUstomtzlmg 72 Screens entering vs saving data 65 SE amp A Help Deck 83 Searching aan 59 Select a line or item nenn 18 Session creating a new 46 Sessions creating tasks simultaneously with NEW di ann 48 Sessions mu 63 Setting data 63 SNOMCUIS ic de arena 73 Shortcuts with transactions 0 100 0 43 Standard toolbar s 13 Status bar 13 Stop transaction button 66 System Concepts eneee 34 System Functions 0ooccccono
2. How do you find the Parameter ID of a field 2 What is the Parameter ID of the Order Type field on the Create Sales Order Initial screen Use transaction code VA01 to go to this screen 67 SAP Overview Student End User Manual Lesson 5 Answers to Practice Questions The name of the topic under which the answers can be found are shown here in parentheses 1 How do you find the Parameter ID of a field Using Parameter IDs for Shortcuts 1 Position the cursor in the field you want to create a shortcut for and press F1 2 Click Technical Info The parameter ID is in the lower part of the box 2 What is the Parameter ID of the Order Type field on the Create Sales Order Initial screen Use transaction code VAO1 to go to this screen Using Parameter IDs for Shortcuts The parameter ID is AAT 68 Lesson 6 Resources Lesson 6 Objectives From this lesson you can expect to learn How to get SE amp A specific Help on SAP How to get to SAP courses offered in NETg courses How to access MySAP com Help How to contact the SE amp A Help Desk and How to find and use the SAP Glossary 69 SAP Overview Student End User Manual SAP Help Portal Additional help with SAP is available through the SAP Help Portal The link to this Portal is on the Concert web page on the SE amp A Intranet SEAport On SEAport click Concert Program in the leftmost navigation bar On the Concert Program Web page under SAP Siemen
3. Profit Center and Manufacturing 76 Lesson 6 Resources Lesson 6 Answers to Practice Questions The name of the topic under which the answers can be found are shown here in parentheses 1 What information can you expect to find on the SAP Help Portal SAP Help Portal e all online documentation SAP Library for SAP solutions e additional information about documentation education services and information design at SAP 2 What is the toll free number for the SE amp A Help Desk SE amp A Help Desk 1 877 234 1122 3 In the Concert Glossary on SEAport look up definitions for the following two items Profit Center and Manufacturing Concert Program Glossary 1 Open SEAport 2 Click Concert on the left 3 Click Concert Glossary on the right 4 Click Profit Center Profit Center an SAP term for a unit with Profit and Loss responsibility Profit centers can be grouped hierarchically over multiple layers In SE amp A the descending order of Profit Center levels is Division SBS Siemens Business Segment and Product Segment 5 Close the window for this definition and click Manufacturing Manufacturing Production of goods input raw materials to finished goods including intermediate production steps 77 Overview Course Summary What You Learned in This Course From this course you learned What the Concert program is and how it affects you and your job What the SAP software is and its benefits How
4. The R 3 system works with 24 functions keys You simulate the function keys 13 through 24 by pressing the Shift key in addition to the appropriate function key For example F13 Shift F1 H Help Menu The Help is available in all applications It contains the following Extended Help Library Glossary Dictionary Release Notes Getting Started and Help on Help Hit List When you search for information in SAP using Matchcodes the list resulting from the search is called a Hit List Hold Data Hold data is used to specify data that only applies to a particular screen The data is only set for the current session If you open a new session this data is no longer set You can change the data as necessary Initial Screen The Initial screen is the first screen you see when you open an application Glossary Main Menu Level This is the top menu level of the system After you log on you are at the Main menu level You can call up application areas and applications from the Main menu Maintain You can enter change or delete data in input fields and screens Mandatory Field An obligatory or required entry field An entry must be made in all mandatory fields in order to complete the screen If you fail to make an entry ina mandatory field the system warns you with a message in the Status bar Master Data Information that is seldom changed Examples of master data include customer information such as the customer s address acco
5. The Restrict value range box opens displaying several tabs Each tab contains fields you can complete to refine your search Customers general Customers by company code Customers by country compa la b Search term Postal code City Name Customer Maximum no of hits 3 Click the document icon on the far right The next tab containing search criteria appears 4 Select a tab and enter the search criteria you want to use for searching and click Enter For example you are searching for a particular customer and you know only part of the customer name and the sales group to which the customer belongs 5 Click the document icon and select Customers per sales group The Customers per sales group tab appears 6 Enter the sales organization number If you do not know the sales organization number click the arrow next to the box A list of possible sales organizations appears Double click the number you want 7 Inthe Search term field type as much of the customer name as possible Complete any other fields on the tab to further refine your search 53 SAP Overview Student End User Manual 8 Click the green check mark Start Search button The system searches and returns all possible matches based on the search criteria you entered An asterisk in a field stands for one or several characters called wildcards Enter the characters you want to search for and click Enter The result of the search is called a hit
6. This will be used more in the other courses 83 Glossary A ABAP 4 Programming Language ABAP 4 is a fourth generation programming language developed by SAP All of the SAP application modules are written in ABAP 4 Access Control Access control protects the data stored in a computer system Access to the SAP R 3 system is controlled through usernames and passwords Access Rights Each user is assigned access rights that determine the data that they may read write or modify in the system These rights specify which transactions a user may access and even which fields may be completed Your access rights depend on the type fo work you are required to do Application The R 3 SAP system consists of a series of applications These applications enable you to process all of your business tasks In R 3 speak applications are also known as transactions Application Area The R 3 system is divided into application areas An application area contains the transactions required to process your business tasks Application Level The second menu level of the R 3 system See also Main Menu Level Task Level Application Toolbar The Application toolbar is below the Menu bar The upper toolbar the Menu bar contains a series of buttons that appear in the same order in every application The lower toolbar the Application bar contains the buttons that call up application specific functions It varies from one application to the next Autho
7. select Status The SAP data box opens with the name of the report appearing in the Program field 33 SAP Overview Student End User Manual Master Data Common global business and plant data is stored in master records The system proposes data from master records during the processing of business transactions such as sales and purchase orders This keeps data entry to a minimum and reduces the margin for errors caused by re keying information Examples of master data include Material Master Record e description of each product e when to purchase e when to purchase or produce e storage instructions Customer Master Record e past sales e credit information e special shipping information e pricing e address e banking details Vendor Master Record e shipping restrictions e contract information General Ledger Master Record e account number name e type of GL account e open item information 34 Lesson 2 Working with SAP Lesson 2 Practice Perform the following exercises The answers are on the next page 1 Name one task performed in the SD module in the Fl module 2 In your Favorites enter a transaction you use frequently 3 Name an example of master data from the Customer Master Record from the General Ledger Master Record 35 SAP Overview Student End User Manual Lesson 2 Answers to Practice Questions The name of the topic under which the answers can be found are shown here in parentheses 36 1
8. that task appears in the pop up window Viewing Transaction Codes To view the codes for each menu and option do the following 1 From the Extras menu on the Standard toolbar select Settings The Settings dialog box opens 2 Click to select Display Technical Names The transaction code will now appear along side each menu and each option as illustrated below 3 To remove the transaction codes from the menus return to the Settings dialog box and clear the Display Technical Names option 2 SUS53 Display Check Values D Office 2 Logistics Y 3 Materials Management Y 3 Purchasing Y 3 Purchase Order b Create W ME22N Change W ME23N Display XD ME24 Maintain Supplement O ME28 Release 2 MEMASSPO Mass Maintenance gt 2 List Displays gt 1 Reporting D Inbound Delivery gt GI Follow On Functions D Messages gt 9 Purchase Requisition D Outline Agreement D FA RFOJGuntatinn Entering a Transaction Code To use a transaction code do the following 1 In the Command box at the upper left side of the screen type the code 40 Lesson 3 Menu Paths Transactions Passwords Printing Multiple Sessions 2 Press Enter This places you directly into the transaction from within anywhere in SAP 41 SAP Overview Student End User Manual Working with Multiple Sessions At times you may need to perform multiple tasks simultaneously For example while creating a sales order you may wish to display som
9. Favorites Favorites in SAP are just like Favorites you collect in Internet Explorer except that in SAP you can include transactions and files The Favorites menu is at the top of the screen alongside the Edit menu You add delete and rearrange the favorites EIp You can create a favorites list Ctri Shif F6 containing e transactions e files and e web addresses Insertfolder Ctrl Shift F5 Inserttransaction Ctrl Shift F 4 Add other objects Ctrl Shitt F 7 Download to PC Upload from PC To insert an item from the SAP Standard menu or your User menu do the following Use drag and drop 1 Select an executable menu item using the mouse and keep the mouse button pressed 2 Drag the menu item to desired position in your favorites list and release the mouse button The new item appears below the position where you dropped it in Or use the Menu bar 1 Select an executable menu item in the user menu 2 From the Favorites menu select Add The new item appears at the end of your list To insert a transaction into your Favorites list do the following 1 From the Favorites menu select Insert Transaction The Manual entry of a transaction dialog box opens 2 Enter the transaction code and select Continue The new item appears at the end of your Favorites list and is automatically labeled with the transaction name To insert a web address or file into your Favorites list do the following 1 From the Favorites menu
10. are already entered 3 To select an individual print job called a Spool request enter the spool request name The system then displays only information for this print request 4 Tosee information on the print requests you have chosen click List or Enter The list contains the following e internal spool request number e date and time on which the request was submitted e current status of the print request e size of the print request e name you assigned to the print request 5 To print a print request select it and then click Print 6 To return to the Print request screen click Back 48 Lesson 3 Menu Paths Transactions Passwords Printing Multiple Sessions Lesson 3 Practice Perform the following exercises The answers are on the next page 1 2 3 4 What is a menu path Name two ways you can locate a transaction code Open two new sessions and toggle between them Create a new session and start a transaction simultaneously Use transaction code ME21N What happens if you close a session without first saving any data you entered 49 SAP Overview Student End User Manual Lesson 3 Answers to Practice Questions The name of the topic under which the answers can be found are shown here in parentheses 1 What is a menu path Menu Paths and Transactions A menu path is a series of menu titles you use until you reach the final transaction you want to initiate Name two ways you can locate a tran
11. as shown here amp No values found When such a message appears read and understand the message To find more details double click the message To continue with your transaction click Enter Error messages E appear in the Status bar at the bottom of the screen as shown here ES Make an entry in all required fields J When such a message appears read and understand the message To find more details double click the message Update the screen with the correct data and continue 52 Lesson 4 Using Matchcodes and Other Functions Searching Using Matchcodes Matchcodes enable you to search for data that is stored within the SAP R 3 system Within a field if you see a yellow triangle in the lower right corner a matchcode is available for the field If the field is ready for input the Possible Entries button the down arrow appears to the right of the field Press the Possible Entries button to open a dialog box in which you can enter search criteria such as a customer name Specifying Search Terms Search terms you can use are defined in the data record in which you are searching For example if you are searching for a customer name the terms with which you can search would be by country or by sales group To find the search terms you can use when searching for a customer do the following 1 In the Command box type the transaction code VD03 and press Enter 2 Position the cursor in the Customer field and press F4
12. list To enter a name from the hit list into the field select the name you want and click Enter or just double click the name Refining Your Search To display as short a hit list as possible you can refine your search using selection criteria Selection criteria are additional details that help narrow the list of possible results To specify additional selection criteria click the Other search button in the dialog box Didn t see this in the system This info is from the NETg class Maybe it s not in our new version of SAP show icon of the button The Search Help Selection dialog box appears displaying a choice of search criteria The selection list usually offers you several matchcodes called hotkeys Each matchcode has its own particular purpose Each matchcode is assigned a letter that is an ID to help you distinguish the different matchcodes from each other need to get into the system to write better instructions on how to do this and provide an example Wildcards in Matchcodes The asterisk is a wildcard when using matchcode searches Thus lit would locate all records that begin with the characters lit lit would locate records that contain the characters lit in any position Enter the wildcard and then click Enter to view the results in the Result List box 54 Lesson 4 Using Matchcodes and Other Functions Advanced Matchcode Searches In the Restrict Value Range dialog box described in Searc
13. of the field Order type is another frequently used parameter The parameter ID is the field code To set up a shortcut you first find the parameter ID of the field and then enter the Parameter ID and the field value in your User Profile To create a shortcut using a Parameter ID do the following 1 To find the Parameter ID position the cursor in the field you want to create a shortcut to and press F1 or right click and select F1 Ea 2 Inthe box click Technical Info Program name SAPMFO2D Screen number 0036 Program name SAPMFO2D Status APAS Field data Struct Field name Search help Data element DE supplement Parameter ID Field description for batch input Screen field RFO2D KUNNR Y Navigate 3 In the Field Data group you will see the Parameter ID For a customer account number the Parameter ID is KUN 65 SAP Overview Student End User Manual 66 Make a note of the Parameter ID and close the Technical Information box From the System menu select User profile and then Own data Click the Parameter tab and enter the Parameter ID and the field value In our example you would enter the KUN Parameter ID and the field value would be the customer s account number Click Save The next time you want to display data for this customer account number how does this work Lesson 5 Customizing Your Screen Lesson 5 Practice Perform the following exercises The answers are on the next page 1
14. process it supplies information to assist managers in decision making and future planning Customer Service CS the CS module supports entering service requests and dispatching spare parts to customers It also manages repair of customer devices in house repairs at the customer site and assembly of technical objects at the customer site It also manages regular inspection and preventive maintenance of customer devices in the service center or at the customer site The services can be agreed in a contract or provided without contractual cover 27 SAP Overview Student End User Manual 28 Project Systems PS the PS module within SAP enables one through a work breakdown structure WBS and networks to define a model of a project It is a functional basis for organizing a project into manageable units for process planning cost planning revenue and billing planning scheduling capacity planning as well as overall project control It gives a clear picture of the project and facilitates the coordination and implementation of the project from a management standpoint It also further details the tasks involved in executing a project In other words it provides a solution for quotation and order management requirements for large complex projects as well as for smaller projects utilizing integrated products process specific engineering and technical services to meet customer requirements Lesson 2 Working with SAP Creating and Managing
15. special characters can be used It is not case sensitive You cannot begin a password with an exclamation mark question mark or a space You cannot use the same character three times consecutively at the start of a password If your password contains three characters the character string you have chosen must not appear in your username Possible Entries Button The Possible Entries button displays a dialog box in which you can select an input value or search for an input value using a matchcode It displays the entries that are possible for a field The magnifying icon displays a list of possible entries for a particular field The function key alternative is F4 Posting Once you have posted data the transaction is complete and the data is saved The term posting is used if the action is linked to Financial Accounting When you post data the result of a business transaction is stored in the system R Radio Button A Radio button enables you to choose just one option from a list of options By clicking an option you select it a dot appears in the radio button or cancel it the dot in the radio button disappears 87 SAP Overview Student End User Manual Request for Quotation RFQ Request to a vendor external supplier to submit a quotation in writing with regard to the supply of materials or the performance of services Required Entry Field Entry field in which you are required to enter data before continuing with the transac
16. system message position the cursor in the field and press F1 You can also get Help in a specific area by pressing the question mark button in fields and system messages Click the and a list of input values and matchcodes for the field appears Both F1 Help and the are available at all times in all applications in SAP In addition to the online Help a Glossary and Release Notes are included in the SAP system Click the Help menu and select Glossary or Release Notes Available Functions Within a window to see an overview of the available functions and current function key assignments right click the mouse See the illustration below You can print the documentation or get documentation on the remaining fields To return to the previous screen click Continue or press Enter l ide CSG LOR 30059 DIS a Create Customer Initial Screen Soles wea Sales organization Continue Distribution channel Help Division Possible anties Sales araas by customer All sales areas f Customer s sales areas A ia Sales areas Change Display Cancel Check Search for refarence Find Reference Customer Sales organization Distribution channet Reference division 18 Lesson 1 Logging On and Off and Screen Elements Help Within Fields F4 To see a list of possible entries for a field press F4 To select one of the entries displayed either double click on the possible entry or select it and click Copy
17. to continue to the next field or screen If you do not complete the field SAP displays an error message on the status line at the bottom of the screen In the illustration shown below the check mark indicates the Name field is required SAP Overview Student End User Manual How to Resize Windows You can minimize an SAP window or you can make it an icon on your desktop You can also stretch the size of a window to any size you want Ej To reduce the size of a window without actually closing it click the middle button shown here The button highlighted in white here minimizes the window The button in the middle shown here maximizes the reduced window To restore the window to its full size click this button FE The button shown here in the middle reduces the window to an icon without actually closing it and positions the icon on the bottom of the screen To restore the icon to its original size double click the icon To resize a window click the double arrows at the far right of the Status bar Click the arrows to drag the window corner to resize it 16 Lesson 1 Logging On and Off and Screen Elements Mouse Maneuvering Most use of the mouse with SAP requires clicking and double clicking with the left mouse button Clicking the right mouse button is also used but less often e To select an item or line single click the left mouse button e To simultaneously select and process an item or line double click w
18. to navigate in SAP How to search for information in SAP How to enter and save information in SAP System concepts and the functions of other parts of SAP How to use and change SAP passwords Shortcuts tips and tricks for working in SAP and How to find and use SAP resources such as Job Aids Help Web pages the Glossary MySAP com the SE amp A Help Desk and a Quick Reference Guide 79 New Terms Terminology The SAP Glossary contains explanations of the terminology used in the application area in which you are working It is context sensitive that is it displays terms for the field or area in which you are working When you open the Glossary to open a specific topic double click the topic name The definition of the term appears in a separate window To return to the Glossary list click the Home button To access the Glossary in this online Help click the Glossary tab Some of the new terms you ve learned include Transaction Access Control Client Fixed Value Hit List Hold Data Initial screen Master Data Matchcodes Possible entries SAP Session Work Area 81 Job Aids Quick Reference Guide All navigation buttons such as toolbar names menu bars standard buttons actions etc Cost center numbers and profit center numbers or at least how to find them Tips and tricks FYI reviewers we may not need this in this Overview course because the buttons and menus and all are already included here
19. want to keep these purchase requisitions at the same storage location SAP has a simple timesaving option for setting data automatically Setting data automatically saves time when you are processing several similar transactions in succession SAP has two ways to set data Setting Data and Holding Data Setting Data When you set data that will not change from session to session use the Set Data option When you set data you will not be able to change it although you can skip a field with data set in it To set data do the following 1 Position your cursor in the field whose data you want to set For example if you want to always use the same Sales Organization when you enter an order begin the transaction to create an order and position the cursor in the Sales Organization field 2 Type the data that you want to be set In this example enter the Sales Organization number or select by clicking the Possible Entries button 3 From the System menu select User Profile and then select Set Data Now each time you enter this type of order the Sales Organization field will already be populated with the number You can set the data for as many fields as you wish Hold Data The Hold Data option only applies to one transaction You can use it to specify data that only applies to one particular screen Data is set for the current session only If you open a new SAP session this data is no longer set Hold Data also allows you to tem
20. E 46 IS lut EE 47 Setting Printer Defaults pirin na a aaa iaaa a aaia aia aiia 47 Priming E BCE 48 Checking the Status of a Print Heouest cent eeeeaeeeeeeeceaeeeesaaeeeeeeeseaeeesaeeteaeeeeaes 48 Li SSON S PACMAN EE Ee Ee Ee 49 Lesson 3 Answers to Practice Questions oooooccccnnocccccononcncnononcnnonnnnnccnnnononnnnnno nn nnnnnn nn nn naar nnmnnn 50 Lesson 4 Using Matchcodes and Other Functions uuussssnnneaonnnnnnnnnnnnnnnannnnnnnnnnnnnnnnannnnn ann 51 Lesson ee 51 Error Warning and Information Messages 52 Searching Using Matchcodes ococonccccnnccononicononanonocononcc non nana n cnc 53 Refining Your SCA EE 54 Wildcards in Matcheodes EE 54 Advanced Matchcode Searches oooocococcnccnnconocoonnnnnnonononononnnnonnonnnnnnnnononnnnnnnnnnnnnnnnnnnnnnnnanannonannns 55 Special Features Setting User Defaults and Working in Gcreens nnne 56 EIN HEET 56 Hold Dalarnas a lidia 56 Deleting Held Or Set Data cicle 56 Entry vs Save ima Screg Naiara de dat 58 Stop EE Teater e EE 59 TADS ONL SCS is A A ELA E AAA la dd IA hd 60 LE8Ssond Practice ii A LE HIER 61 Lesson4 Practice Answers Run LI 62 Lesson 5 Customizing Your Screen uusuunnsansnnnnnnnnnnnnnannnnnnnnnnnnnnnnnnnnnnnnnnannnnnannnnnnnnnnnnnnnannnnn ann 63 Lesson lee 63 How to Customize Your SAP Gcreen 64 Using Parameter IDs for Shortcuts nen 65 Lesson PACA iii A Ra an TR 67 Table Of Contents Lesson 5 Answers to Practice Questions occcccccnccconncacanacacacac
21. Enter Button The Enter button is the green checkmark in the Application toolbar has the same function as the Enter key on the keyboard It is always available Entry Fields Fields in which you enter data They are displayed in the work area of the screen The active field is yellow At any one time there is only one active field Exit Button The up arrow is the Exit button The function key alternative is Shift f3 Extended Help The system level Help that you access from the Help menu on the top toolbar It contains Help on all parts of the SAP system F F1 Key The universal Help key in the R 3 system Use it to get help on a selected object Objects for which help is available are system messages or input fields F4 Key The F4 key calls up input help if an input field is selected The system either displays a list with input values from which you can copy a value directly by double clicking on it or a matchcode list Field An area on the screen in which you can enter data input field or view information display field Fixed Value Fixed values are set for data that is permanently assigned to one user They are very seldom changed if ever and are used in all transactions Fixed values are stored permanently and are active for all R 3 sessions The system places them automatically in the appropriate fields Function Keys Function keys provide you with additional system functions The PC keyboard usually has 12 function keys
22. Name one task performed in the SD module in the Fl module SAP Modules at SE amp A SD module enter orders ship order billing manage sales leads and competitor activity Checks customer addresses sales activity and credit limit Fl module provides balance sheets and profit and loss statements Handles asset management including asset history and depreciation In your Favorites enter a transaction you use frequently using the Menu bar Creating and Managing Favorites 1 From your menu select to highlight the menu item transaction you want to add to your Favorites 2 From the Favorites menu select Add The new item appears at the end of your Favorites list Name an example of master data from the Customer Master Record from the General Ledger Master Record Master Data Customer Master Record past sales credit information special shipping information pricing address and banking details General Ledger Master Record account number and name type of GL account and open item information Lesson 3 Menu Paths Transactions Passwords Printing Multiple Sessions Lesson 3 Objectives From this lesson you can expect to learn e How to use menu paths e How to use shortcuts confirming transactions and e How to use and change passwords 37 SAP Overview Student End User Manual Menus in SAP A 5U53 Display Check Values D ofice a E Y 3 Logistics Y 1 Materials Management 2 Purchasing Y 3
23. P System Functions e r a nora 26 SAP Modules Used at SE amp A ensnsenssennnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn nn 26 SAP Modules at EE 27 Creating and Managing Favorites 20srsnnennnennnnnnnnnnennnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn nenn 29 Favorites EOS 0 eessen ees eset eed A en ede eee 30 Renaming Moving and Deleting Folders and Favorites AA 30 SAP SYSIEMNGCONCEBIS 4 2 ee une ege ee 31 Reporting BUET 32 Table Of Contents Finding the Name of a Heport nn nn nn nnn cnn rca 32 Finding a Current PHeport cnn cnn 32 MasterD da rasca de ds 34 Lessoni2 Practica e e dro de e ieee lee 35 Lesson 2 Answers to Practice Questions ueeessnnennessnnnnnennnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnennnnnannnnnnen 36 Lesson 3 Menu Paths Transactions Passwords Printing Multiple Sessions 37 Lesson ODJSCUVES Anh eege Ee 37 Menus SAR ee Ee cite la cl rodas e 38 Menu Paths and Transactions ccccnnnnonononononnnnnnninnnnnnnnnnnnenenenenenenenenononenononononononenonenenenenenenenenns 39 Transaction Codes tial baie eh ee 40 Working with Multiple Geselons naar crac 42 Which SessionAm Ll neces Ernie hie Eed ebben 42 Creating a New Session and a New Task at Once uursnsssssennnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn nn 44 Pass WO see SNE A Mee nen eee ISDN 45 Password Duration rresia iei nieri A Hanoi debating ic aii 45 Rules tor PASS WOOS Aargau er 45 User e e LE
24. Purchase Order gt O Create T ME22N Change a E ID ME23N Display 2 ME24 Maintain Supplement XD ME28 Release UA MEMASSPO Mass Maintenance D List Displays gt G Reporting D Inbound Delivery gt Follow On Functions D Messages Purchase Requisition 1 Outline Agreement D FA RFO Ountatinn The Logistics menu contains two of the modules being implemented at SE amp A Materials Management MM and Sales and Distribution SD The Materials Management module contains all functions found within an integrated procurement cycle including e material requirements planning e purchasing e inventory management and e invoice verification The Sales and Distribution module contains all functions found within an integrated customer order cycle including e sales e distribution and e and billing customer invoicing Once you log into SAP the initial SAP screen appears All available menus are displayed in the Menu bar The menus that appear in the Menu bar are determined by the task you are performing therefore you will see different menus as you work on different tasks 38 Lesson 3 Menu Paths Transactions Passwords Printing Multiple Sessions Menu Paths and Transactions Common standard data is pulled into transactions when documents are created in the system Documents are reports purchase requisitions etc What s a menu path A menu path is a series of menu titles you use until you reach the fin
25. R 3 4 6 CO Cost Object Controlling 14351 SAP R 3 4 6 Cost Centre Accountant 13834 SAP R 3 4 0 Profit Centre Accounting Basics 13058 Finance SAP R 3 4 6 Financial Accountant 13833 SAP R 3 4 6 AR Accountant 13831 SAP R 3 4 6 AP Accountant 13832 Manufacturing SAP R 3 PP Production Planning and SOP 13489 SAP R 3 PP Production Order Processing and Capacity Planning 13492 SAP R 3 PP Production Order 13491 Materials Management SAP R 3 4 6 Purchaser 13829 Sales and Distribution SAP R 3 SD Overview and Master Data 13135 SAP R 3 SD Order Processing Rel 4 x 13168 SAP R 3 Service Management Scenarios 13478 Below are the instructions for completing NETg courses Completing NETg Computer Based Training Courses 1 Enter the company name Siemens your log in ID also known as your 4 1 1 and Siemens as the password 2 Click the Training bullet this will be the second bullet listed 3 Click Modify My Plan 71 SAP Overview Student End User Manual 72 In the Search field enter 13181 Then find Working with SAP Overview CBT Select this course and click Update Training Plan Click the Training Plan link to return to your customized CBT Training Plan You will find courses you have added by clicking Individually Assigned Courses Double click this link to show the courses you have added then click the individually assigned course name to begin You must complete both quizzes before the course i
26. SIEMENS SAP Overview Student End User Manual Table Of Contents SAP OVE OA a a ee ee 1 Course e E 3 SAP Gours Outline ceci diia 3 The Concert Proga M e a ee aeee a or e a reae esa aea e aae aaam a deai sanaparin 5 OVEIVIEW T ana a e a a a a enc reer corre re EE E 5 What SAR cantonal are nee ns ee Eeer E 7 Lesson 1 Logging On and Off and Screen Elements ccssscceseeeeeseeseeeseseeeeeeeeeseseesesteneneeees 9 Lesson ee 9 Howto Log On and Off EE 10 How to Identify Screen Elements 12 netas otero ado olaaa atte 12 The ER 12 Lhe Standard Reie 13 The Application Ee ee 14 The Status Bari E Ad 14 Ve EE 14 Entry EE 14 Redured Be EE 15 Flow to Resize Windows neess avn ee ee id ae 16 Mouse Maneuvering acccsta tc aiii ae are hen ie due et 17 Online Help in Fields and Gcreens naco conca rr 18 System Helpe Fl 4 2 22 ae A ET EE 18 Help Within Fields Fhiiair ainai dee dee Maladies 19 The Performance Assistant Box cc ccccecceceeeeeeseeeeeeee cee eeceaeeeeeeesaeeeeaaeeseaeeseneeesaeeesaeeeeneeee 19 Help for Screen Elements and Error Messages oooccccncccnncccnoniconocononcnnnnnc nano cnn rca nnr rana cnn 20 Extended Helpi tte it Leasing 20 Determining How to Display Help 21 Release Notes ic eebe sated lalo arias 21 Lesson Geet 22 Lesson 1 eer 23 Lesson 2 Working With SAP uunsssssnannnnannnnnnnnnnnnnnnnnnnnnnannnnnnnnnnannnnnannnnnnnnnnnnnnnannnnnnnnnnnnnnnannnnnnn 25 Lesson 2 between d et ai eee isn ee 25 SA
27. acananananananananananananananananananananananass 68 Lesson 6 E TEE 69 LSSSON e e 69 SAR Help OR te Am 2er a ra era A 70 Computer Based SAP Training with NE To 71 MY SAP COM uti EE ta LEE Ee 73 Concert Program OGlossanm nn cnn c cnn 74 SE amp A Help Desk SBS Service Desk 75 Jegen rb EECHER ee tico e EE 76 Lesson 6 Answers to Practice Questions ococccccccncnnnnocnnacicanacacananananonanananananananananananananananananess 77 Overview Course SUMMA Y conocio 79 What You Learned in This Course 79 New Terms nn an na aiii 81 TONO cecilia 81 Job Alds 0 E E E EEEE ES ENNEN ENEE EENEG an an a nn ee 83 Quick Reference Guide vicio ci n dai dia en in dc dadas dais 83 A OO 85 O A A EHE EE E EEE E 91 SAP Overview SAP Release 4 6C 11 04 2003 Trademarks Some software products marketed by SAP AG and its distributors contain proprietary software components of other software vendors Microsoft WINDOWS NT EXCEL Word PowerPoint and SQL Server are registered trademarks of Microsoft Corporation SAP SAP Logo R 2 RIVA R 3 ABAP SAP ArchiveLink SAP Business Workflow WebFlow SAP EarlyWatch BAPI SAPPHIRE Management Cockpit mySAP com Logo and mySAP com are trademarks or registered trademarks of SAP AG in Germany and in several other countries all over the world All other products mentioned are trademarks or registered trademarks of their respective companies Copyright 2003 A publication of Siem
28. al transaction you want to initiate What s a transaction A transaction is a process or function within SAP you perform to complete a business task such as entering a purchase requisition updating customer information or displaying data in a report Most transactions are either creating changing or displaying data SAP has three ways in which you can initiate a task e Using the menu path s to maneuver to the desired transaction e Using the four character transaction code entered directly into the Command field at the top of the screen or e Using the dynamic menu to search for a task using a search term Note You can always select it from your Favorites menu once you have found it and stored it under Favorites For example to create a new sales order you can 1 Follow the menu path Logistics gt Sales distribution gt Sales order gt Create 2 Use the transaction code VAO1 3 Use the dynamic menu to search for the function Sales Order Create See also Transaction Codes 39 SAP Overview Student End User Manual Transaction Codes Each transaction in SAP has an associated four character transaction code When used this code provides direct access to the desired transaction from anywhere within the SAP system You can locate a transaction code two ways e View the menus for the transaction codes see below for how to or e From within the transaction select System and then Status The transaction code for
29. and how they are connected Fl ARA SD CO yA SAPRB gt cs d 46C N Client Server Y PS d ABAPI4 NV 4 Basis System Administration WM VW Lesson 1 Logging On and Off and Screen Elements Lesson 1 Objectives From this lesson you can expect to learn How to start the SAP program How to log on and off How to identify screen elements such as toolbars menus determine sessions buttons and colors in entry fields How to recognize screen elements such as the Title bar Command field Standard toolbar Application toolbar Check boxes Radio buttons Status bar How to resize windows and How to get Online Help in fields and screens SAP Overview Student End User Manual How to Log On and Off SAP When you log on to SAP the last function you worked on appears displaying the data you were using at the time Before you begin working be sure you are in the correction function To get started using SAP you must first know how to log on The instructions given below are for an example of an SAP log on Your SAP Logon box and client number may be different Follow the instructions your SAP administrator gives to you To log into SAP do the following 1 Click the Windows Start button and select Programs 2 Under Programs select SAP Front End and then select SAPlogon The SAP Logon 620 box appears Description Knowledge Warehouse 3 SE amp A Sandbox Bartlesville or Help press Fl 10 Lesso
30. anization Distribution channel Division Sales office Sales group BEE D FET 00 Pl aphtat0x OVR ae The typical SAP screen is divided into three areas the top Standard toolbar with system controls the work area and the Status bar The SAP screen has many other toolbars including the Title bar Menu bar Application toolbar and the Status bar The Title Bar The name of the application appears in the Title bar such as Logistics The Menu Bar The Menu bar is directly below the title bar The menu bar contains sub menus to applications and functions in SAP To select an item on the Menu bar click with the left mouse button The menu will open Menu options displayed in gray cannot be opened because they are not active or you do not have access rights The main SAP menus are System and Help Under the System menu are options and sub menus such as Create Session and User Profile You can also use the keyboard to open a menu Press the Alt key and then the letter that is underlined in the menu item For example to open the Help menu press Alt H For more keyboard shortcuts see the Quick Reference Guide 12 Lesson 1 Logging On and Off and Screen Elements The Standard Toolbar The Standard toolbar is under the Menu bar The options available on this toolbar will depend upon the SAP module in which you are working Active buttons on the toolbar are displayed in color and inactive buttons are gray Buttons on this t
31. at a later date To specify that you want printing to take place at a later date you use the Printing options selection in your User profile You can also request that a print job remain saved in the printer spooler to print again at a later date See Printing Lists below To choose a default printer do the following 1 From the System menu select User profile 2 Select Own data and then click the Defaults tab Address Defaults Parameters StartMenu Logon language Output Controller Decimal notation OutputDevice amp 1 234 567 89 1 234 567 89 Output immediately 1 234 567 89 Delete after output Date format DT zone CET MMIDDIYYYY System time zon CET O MM DD YYYY 3 From the drop down list select the printer you want to always print to the default printer Hint If you want to print to a different printer sometimes you can still do that Just select the printer in the list that appears in the Print dialog box that appears when you request printing from the Print menu To select printing options do the following 1 From the System menu select User profile 2 22 47 SAP Overview Student End User Manual Printing Lists Each time you initiate a print request from an application area the print screen appears in which you can overwrite various settings for the current print request The printer that you set in your user defaults appears automatically in the Output Device fie
32. available to the production planning department SAP Modules Used at SE amp A Each module has an acronym that you should become familiar with See the list below Listed below are all the SAP modules Those marked with an asterisk are being used at SE amp A When you look at the menus in SAP you will notice that each main menu is labeled with the names shown here Logistics e Sales and Distribution SD e Materials Management MM e Production Planning PP e Plant Maintenance PM e Quality Maintenance QM Accounting module e Financial EI e Controlling CO e Enterprise Controlling EC Human Resources module e Personnel Administration PA e Personnel Planning and Development PD For descriptions of each of the modules being used at SE amp A go to SAP Modules at SE amp A 26 Lesson 2 Working with SAP SAP Modules at SE amp A SE amp A uses several SAP modules from Logistics and Accounting Descriptions of each of these modules are provided below Sales and Distribution SD handles tasks related to sales shipping and billing It provides sales support with tools for managing information on sales leads and competitor activity When a customer places an order the SD module extracts information from the database such as the customer s address sales activity and credit limit SD works with the Materials Management MM and Production Planning PP modules SD provides information to employees a
33. bout orders that are due for delivery It works with MM to pick the completed goods from the warehouse and supports activities related to packaging and the creation of shipping papers Once delivery is initiated SD carries out billing automatically This information is immediately available to the Financial Accounting Fl and Controlling CO modules Materials Management MM handles the flow of materials in through and out of the company It deals with purchasing operations warehouse management and inventory for non PkMS warehouses MM also features invoice verification and provides a sophisticated information system Production Planning PP this module helps people from plant managers to operations to plan the production process Some of these processes include transporting and storing raw materials production equipment and by products and waste The production operation is described in a graphical way that shows the relationships between the stages of the process This provides the information necessary for scheduling control and the documentation of production PP creates a production order that summarizes costs materials methods quantity and schedules Financial Accounting Fl this accounting module provides balance sheets and profit and loss statements Fl handles asset management including asset history and depreciation Controlling CO the CO module controls costs and the objectives of the company As part of this
34. cccccononcnccanonnncnnnn 28 System belp AAA 19 Systems Projects o ooooconocccincccnnoccnonacccancnnn 30 T Ee KC di 42 an ed 67 RI E ad 67 Tasks creating with sessions 48 Tasks initiating 4444 nennen 43 Technical Information 73 Technical views 19 LEET En nen nun 13 Trace customizing in screens a 72 Training TE 79 Transaction codes 44 Transactions uennnnnennennenennnnen 43 U User authorizations nen 50 User defaults setting 0s essees essensen 63 93 SAP Overview Student End User Manual User orofles nennen 50 V Vendor Master Record AA 37 Viewing transaction Codes eee 44 W 94 Warning messages coocccoccccconccononanananananass 58 What session am Im 46 Windows how to resize eee 17 Work area cocococcccccccccccononononononcnccannnnnnn nn nn 13
35. e information on the customer master file In SAP you can do this by opening a new session You can have up to six SAP sessions open simultaneously New sessions may be created at any time and from any screen in the system When you create a new session you do not lose any data in sessions that are already open To create a new session do the following 1 From the System menu select Create session or click the Session icon on the Standard toolbar The system opens a new window with the new session running in it The new session becomes the active session and remains active until you move to a different session 2 To toggle between sessions press the ALT Tab keys together 3 To end a session toggle to the session you want to close and from the System menu select End session or just click the Close icon the button with the X in it Important If you close a session without first saving any data you entered you will lose the data Depending on the situation SAP may or may not prompt you to save any data you entered It s a good habit to click Save on a frequent basis You can create up to six simultaneous sessions Having multiple sessions running at once can affect system response time It is a good idea to close each session when you have finished with it Which Session Am I In Wonder which session you re in You can determine which session you re in using two methods e Look at the Title bar for the name of the transacti
36. e online Help the Glossary and your training materials and you still cannot find an answer to a problem in SAP contact the SBS Service Desk also known as the SE amp A Help Desk Urgent Help Requests All requests for IT support and or service are handled through a central location the SBS Service Desk The Siemens Business Services SBS Service Desk may be reached by dialing toll free 877 234 1122 toll free For international callers or in the Mason Ohio area call 513 336 1474 seven days per week 24 hours per day Non critical Help Requests E Clerk the online Help Desk service request system may be used to open update and check the status of non critical requests for deskside and PC LAN services User Name siemenseanda and Password sbsservice Requests entered via E Clerk are processed within four hours of entry that is a Help Desk analyst will call you or assign your case to a technician within four hours You can always find the phone number for the Service Desk and the E Clerk information on the SE amp A Intranet SEAport Just click the Help Desk link near the top of any screen 75 SAP Overview Student End User Manual Lesson 6 Practice Perform the following exercises The answers are on the next page 1 What information can you expect to find on the SAP Help Portal 2 What is the toll free number for the SE amp A Help Desk 3 Inthe Concert Glossary on SEAport find definitions for the following two items
37. ens Energy and Automation Inc i d d Developed and Published by Information Technology Taide om o 1T Educa pio Training Education and Communications TEC com E mail TEC comments sea siemens com 3333 Old Milton Parkway Alpharetta GA 30005 All rights reserved No part of the contents of this book may be reproduced or transmitted in any form by any means without the written permission of the publisher Printed in the United States of America First Edition March 1 2004 Last Updated October 10 2004 Course Outline SAP Course Outline TBD The Concert Program Overview The Concert Program formerly known as the Process Standardization amp Harmonization Project Utilizing SAP is the first step in the process of fulfilling the Siemens Energy amp Automation SE amp A Information Technology IT Application Landscape vision The Concert program goals are to e Design develop and support implementation of standardized business processes at SE amp A based on Siemens standards and to e Build and implement an SAP solution to support the following SE amp A business processes Product Order Management Solutions Order Management Service Order Management Finance and Accounting Manufacturing discrete repetitive variant job shop Design and develop interfaces conversions and forms to support procurement solutions A comprehensive audit by Siemens Corporate Development Audit CDA determined e SE a
38. esk 240rsnnsunnnnnnnnenannnnnnnn 83 Help eviended nennen 19 Help within GAP 78 el EE 59 Hold datas EE 63 How to resize windows coooococcccnnonccccnnnss 17 l Information messages nn 58 Initiating a Task 43 J Job Aldiana 91 L Layout MENU ar eileei ennnen E ERE 72 Lesson 5 answers to practice questions 76 Lesson 6 answers to practice questions 85 Lesson 6 Objectives oooccooonoccccnononcccnannns 77 Lesson objectives lesson 1 9 Lesson objectives lesson 2 27 Lesson objectives lesson 3 41 Lesson objectives lesson 4 57 Lesson objectives lesson 5 71 Lists printing oaia 51 Lists setting colors Im 72 Log Off GAP 10 Log on to DAP 10 M Master data 37 Matchcodes nennen 59 Matchcodes advanced searches 61 Material Master Record 37 Materials Management 30 M n Dalvie crt eh 13 Menu paths and transachons 43 92 Mens cta da dabas 42 Messages 2 ae 58 Mouse Maneuvering nennen 18 Multiple sessions ooooooonccccncccnnocnancccnanncnn 46 Multiple tabs on a ecreen 67 Multi SessSiONS oocccnnnononononincncncncncncncninincnns 63 MySAP com 81 N NETO iii ai 79 New session coocococcnonononononononnncnoncncncncnannnnnns 46 New terme 89 O Own data to set shortcuts eee 73 P ParameteriDsi iii 2 73 Password duration
39. f a primary window or dialog box in which you process the current object This area is located between the application toolbar and the status bar 89 Index 91 A Application toolbar 13 Authorizations for user 50 B Sue NEE 13 Buttons STOP orar a EEA 66 CG Check mark in required fields 13 Codes IransacHon 44 Colors in forme 72 Colors in leie 72 Concert glossary erresen 82 Concert Program Overview 5 GontrollINO Citrine ernan renanta 30 Cost center numbers ssassn 91 Creating and managing favorites 32 Cursor customizing in Screens 72 Customer Master Record 37 Customer Service esee 30 Customizing your SAP screen 72 D Data Mastel aeaea aa N E 37 Displaying transaction codes in menus 44 E SUE 13 Entry vs Save in Screens 65 Error messages REENEN 58 Error messages help Tor 19 Extended Nelp oooooccconnccccnnonocccnnnnncccnnnnnos 19 F Er Hel sa 2er 19 ZI aE o net 19 Favorites adding menu paths and WEE et 43 Favorites creating and managing 32 Field help EA 19 Financial Accounting s es 30 Finding information een 59 Fonts customizing in screens 72 Forms setting colors Im 72 Function keys view a list 0f 18 G General Ledger Master Record 37 A A aka 82 Glossary Terme 89 H Hel EE 81 83 91 Help D
40. g SE amp A processes ranging from entering an order to shipping and invoicing and beyond The benefit is that this standardization on both the SAP platform and in our business processes will make your jobs easier and faster while eliminating errors and the need for clarification SAP and the Concert program will help to meet SE amp A s aggressive program objectives What s the benefit of SAP SAP is used in all business management tasks of a company including paying invoices entering orders managing product and customer information and controlling finances SAP manages these business management tasks in modules that all work together in one system by sharing information SAP R 3 works using one common database so that when information that is entered in the system by one part of an organization is immediately available to all other parts of the organization For example if you enter customer information in SAP the information is immediately available to other areas such as finance or order entry SAP is based on Microsoft Windows which means that you can perform one task in one window and another task in another window SAP allows you to open a maximum of six windows called SAP Sessions at one time all from the one log in While SAP has many modules for functions such as Finance Fl and Sales and Distribution SD your job may require that you only need to use one or two modules The diagram illustrates the different SAP modules
41. hing Using Matchcodes notice the button next to the green checkmark button This is the multiple selection button To specify more than one value in a field do the following 1 Click the Multiple Selection button In the example in Searching Using Matchcodes the Multiple selection Sales organization dialog box opens as shown below Area Sales organization 2 Inthe Area Sales organization area of the dialog box in the top left empty text box type the first letter of the name Tab to the adjacent blank text box and type the next letter you want to end your search with is this for lists only or what would you put in here 3 Click Enter A green box appears in front of the field signifying a multiple selection then what book doesn t say 4 Click Enter A list of customers in the Sales group appears in alphabetical order To select one of the customer names in the list double click the name The name is then populated in the Customer box in the Display Customer Initial screen 5 To view information about this customer click Enter The Display Customer General data screen appears displaying information on different tabs 55 SAP Overview Student End User Manual Special Features Setting User Defaults and Working in Screens You may find that you need to enter the same data several times You may have to create several purchase requisitions containing the same delivery date for example You may also
42. ist of all function keys from any screen 4 Name the five levels of Help available in SAP Online Help in Fields and Screens e System Help F1 key for help about an application such as accounting e Help within fields F4 key for a description of a field e Performance Assistant Box for more details about a field or screen Press F1 and then click the icon of the book with a question mark on it e SAP RI Library e Release Notes 23 Lesson 2 Working with SAP Lesson 2 Objectives From this course you can expect to learn How the system functions How to set user defaults How to create and manage Favorites About system concepts and About master data 25 SAP Overview Student End User Manual SAP System Functions The SAP system contains several modules These combine and interact to handle the business management tasks of an organization The modules are grouped in three main areas Logistics Accounting and Human Resources SE amp A is using the Logistics and Accounting modules The modules are all linked As you enter or update data online using one module the information is immediately accessible to all modules The result is up to date information that is available to all parts of SE amp A regardless of any organizational limits that may exist For example the SE amp A accounting department can access information from the sales and purchasing departments Similarly accounting information is
43. ith the left mouse button e To display a list of all function keys from any screen single click the right mouse button Use the left mouse button to select a function from the list e To display the system information including session ID Transaction Code the client and the server and OVR click the white triangle on the far right end of the Status bar gt E1D 1 100 P aphdat0x OVR A e To display in a box the system number client number user the program transaction code transaction name system response time system interpretation time and round trips flushes click the paper icon in the middle of the status bar as shown below O AE Contact Person Initial Screen System E10 1 100 Chert User Program Transaction Response sme bhangentation ime Round vpsiFlushes PTET TTT aphdat0x OVR 4 e To close the transaction information box click off the box e To close the system information on the Status bar click the white triangle again E Transaction Information box SAP Overview Student End User Manual Online Help in Fields and Screens You can get online help in SAP using the Help menu buttons or function keys You can get help for the entire system or within a field System Help F1 To start the online Help for the entire system click the Help menu at the top of the window The system Help is available at all menu levels and in all applications To get Help for a specific field or
44. ld You can choose a different printer for the current print request In the number of copies field you can specify the number of copies to be printed The default number is 1 In the Cover sheets field group you can specify that a document be printed with a cover sheet and note the recipient on the cover sheet In the Retention period field in the Spool control group you can specify how long a print request remains stored in the printer spooler This enables you to output the print request at a later date without having to recreate it This is very useful if you have to create long lists and reports In the Archiving mode field you can specify whether a print request should be archived along with the printout To view input options for this field click the Search icon magnifying glass In the spool request field group you can define your print request more precisely so that you can find it in the spooler again later You can assign a name to the request if you want To delete the printed output after printing select Delete after output Checking the Status of a Print Request You can check the status of a print request from any screen in SAP To check the print request status do the following 1 From the System menu select Services 2 Select Output controller The Spool Request screen appears To limit the print requests that you want to display you can enter data in certain fields Usually your user name and the current date
45. m of the screen Hold data in a field Special Features Setting User Defaults and Working in Screens 1 Inthe Create Sales Order Initial screen position the cursor in the Order type field 2 Click the Possible Entries button and select TAV standard order 3 From the System menu select User Profile 4 Select Hold Data To check that the data is held 5 Back out of the Create Sales Order Initial screen by clicking the green left arrow button 6 Inthe Command box type the transaction code VA01 The screen should appear with the order type field pre populated with the code for a standard order TAV From the Create a Purchase Order screen write down the names of three of the tabs that are hidden on the tab strip Tabs on Screens Org data Status Customer Data Describe the difference resulting from clicking Enter versus clicking Save Entry vs Save in a Screen 8 confirms entries on a screen and enables you to proceed to the next screen ISL actually saves the data Lesson 5 Customizing Your Screen Lesson 5 Objectives From this lesson you can expect to learn e Howto customize your SAP screen with a personal User Menu e How to use parameter IDs to create shortcuts for frequently used transactions and e How to enter queries to build general reports 63 SAP Overview Student End User Manual How to Customize Your SAP Screen Ea ou can customize your SAP screen by changing the colors in list
46. mp A s earnings are negatively impacted by high inventory high receivables and underutilized fixed assets e Manual interfaces cause inefficiencies and reduced data integrity e SE8 amp A has many logistics weaknesses mainly due to highly manual and fragmented order processes weak system support and insufficient use of pull techniques and e About 70 percent of the purchase orders placed at six locations visited to the suppliers are manual e g fax This leads to additional resources longer lead times and potential errors The bottom line is SE amp A is not meeting its financial goals and its lack of standardized processes and up to date information systems are major limiting factors If we do not fix this our financial performance will continue to be limited and we will not grow as we need to What can you expect from the Concert Program In the long term you can expect e Change from a functionally driven organization to a process driven organization and e Radical change to standardized business processes SAP Overview Student End User Manual The training you receive in this SAP course and subsequent SAP courses will provide you with the new business processes and how to complete these processes in SAP The Concert Program What is SAP SAP is an acronym for Systems Applications and Products in data processing SAP is the tool or software suite that is being implemented as part of re engineerin
47. n 1 Logging On and Off and Screen Elements 3 Select the SAP client for your area and click Logon The SAP logon screen appears Lee Te SES Ee wise The Client text box should be pre populated with your Client number The Client number represents which environment you are accessing 4 Inthe User text box type your SAP user name and press Tab 5 Inthe Password text box type your SAP password and click Enter Notice that in the Password text box you will see a row of asterisks Just type your password over the asterisks It will look like nothing is being changed but it is 6 Inthe Language field to change the default language click the drop down list and select the language you want to use Note The default language is English EN however this can be used if clients have been established to support other languages such as Spanish or German The main SAP screen appears You are now ready to perform transactions in SAP To log off SAP do the following 1 Be sure to save any information you want to keep by clicking the Save icon on the top toolbar 2 To log off do one of the following e From the System menu click Log off or e Click the close icon the X in the upper right corner of the window Important SAP logs you off after XXX number of minutes of inactivity When it logs you off you lose any data you have not saved SAP Overview Student End User Manual How to Identify Screen Elements Sales org
48. om application to application Each button represents a program function such as saving data or canceling a transaction To trigger a function click the button The Status Bar The Status bar displays information the system outputs System messages appear in the Status bar The Status bar is located at the bottom of the SAP window It also displays the system name with the session number in parenthesis the client number node name the replace or insert indicator and the local or system time indicator amp No values for this selection d Work Area The work area is located between the Standard toolbar and the Status bar The work area contains the fields and associated field names Some fields are grouped into field groups and labeled to help you find your way around the screen If the work area contains more fields than can be displayed on the screen scroll bars appear at the bottom and on the right so you can scroll to see the rest of the screen Entry Fields Entry fields are fields where you can enter data A field is active when you place your cursor in it and it is yellow Only one field can be active at a time To move from field to field on the screen press the Tab key To return to the previous field press the Shift Tab keys together 14 Lesson 1 Logging On and Off and Screen Elements Required Fields A field containing a check mark means that the field is a required field You must enter data in the field
49. on In this illustration the transaction is Edit G L Account Centrally Edit G L Account Centrally 42 Lesson 3 Menu Paths Transactions Passwords Printing Multiple Sessions Look at the Status bar for the session number In the illustration shown below the session number is E1D 1 100 E1D indicates the system being accessed 1 indicates the session number 100 is the client number The document icon is the button to click to view system information such as the user identification and the name of the current transaction The next number is the server number from which you are working The OVR means you are set to overwrite data in fields when working unless you have data in fields set to automatically populate using the Set Data function gt E1D 1 100 Pz aph0a10x OVR A 43 SAP Overview Student End User Manual Creating a New Session and a New Task at Once To create a new session and a task at once from anywhere in the system do the following 44 1 In the Command box enter a o the front slash and a lowercase 0 as in oak followed by a space and the transaction code for the task you want to start and press Enter or click the Enter button Note the o allows you to keep the current session open and create a second session without losing the original session To switch transactions using the Command box enter n followed by the transaction code of the task you want to start and p
50. oolbar are displayed in the same way in every application in SAP Icons you will see on the Standard toolbar include Indicate to SAP that you have Enter key Enter button completed a screen ae Returns you to the previous F3 key 7 Closes the application but does Shift F3 keys t Exit button E not log you off the system ne Displays a list of possible entries F4 key Possible Entries button for a particular field Saves or posts your data and Ctrl S keys Save button completes a transaction If you are storing data the data is saved If you are completing a financial transaction the data is posted Q Cancels a transaction Your F12 key en Di Prints the data displayed on the Ctrl P keys Print current screen Input Help Search Searches for particular data Next Ctrl F keys to the icon is the Find More button Click the Find More button to perform an extended search Input Help Search Again Searches for the next instance of your search criteria Works with the Search button described above SAP Overview Student End User Manual Directional arrows Scrolls in lists These buttons are always active if you want to Up go to the first page display a list that does not of the list completely fit on the screen Down go to last page of the list Left go to the previous page of the list Right go to the next page of the list The Application Toolbar The buttons on the Application toolbar vary fr
51. or Enter The Performance Assistant Box In a field or screen you can get detailed help information that you can print or find more help on To view information about a function do the following 1 Press F1 The Performance Assistance box opens gt 90 2 94 2 0 9 60 8 m Customer Account Number A unique key used to clearly identify the customer within the SAP system Procedure When creating a customer master record the user either enters the account number ofthe customer or has the system determine the number when the record is saved depending on the type of number assignment specified The account group determines the type of number assignment used 2 To get more detailed application help click the book with a question mark button EH SAP Overview Student End User Manual 3 Click the Technical Views button k3 The Technical Information box opens displaying technical data about the program Program name SAPMFO2D Screen number 0036 Program name SAPMFO2D Status APAS Field data Struct Field name Search help Data element DE supplement Parameter ID Field description for batch input Screen field RFO2D KUNNR Y Navigate 8 E 4 To view the SAP glossary click the glossary button lal 5 To close this box click the red X at the bottom of the box or click the close button in the upper right corner of the box Help for Screen Elements and Error Messages You can view help for screen elemen
52. ot use a password that is the name of a child or your birth date because these are too easy for a system hacker to guess You cannot use the last five passwords you have already used in the system 45 SAP Overview Student End User Manual User Authorizations Your user authorization specifies which SAP transactions you can perform Your job roles and responsibilities determine your user authorization Your set of system authorizations is known as your authorization profile When you log on SAP checks your username against your authorization profile It is very important that you keep your system password confidential and secure SAP contains data about SE amp A s products finances strategies customers and other critical information If you find your job responsibilities have changed you may not be able to access the additional transactions you need to perform In this case contact your system administrator manager to have your authorization profile changed See also Passwords 46 Lesson 3 Menu Paths Transactions Passwords Printing Multiple Sessions Printing You can print lists reports letters and other formatted text that appears on your SAP screen Information is archived checked or shipped in printed form You will initiate print requests at different stages during a transaction Setting Printer Defaults You can specify which printer you want to use and if you want the printing to take place immediately or
53. porarily overwrite user defaults for the current transaction When you have finished using the data in a certain field you can choose to delete it To hold data for a session you will first set it and then hold it To hold data do the following 1 Position the cursor in the field on the screen whose data you want to hold for this session 2 Enter the data you want to hold 3 From the System menu select User profile and then select Hold Data Using the Sales Organization example above this will hold the number for every order you enter until you close this session of SAP Deleting Held or Set Data To delete data you have held or set do the following 56 Lesson 4 Using Matchcodes and Other Functions Position the cursor in the field on the screen whose data you want to delete or no longer use in any session From the System menu select User profile and then select Delete data The data is deleted The next time you access the screen no held data will appear whether you asked that it be Held or Set 57 SAP Overview Student End User Manual Entry vs Save in a Screen When you are entering data on several screens to complete a transaction SAP temporarily stores the data on each screen When you click the Enter button it only confirms your entries on the screen You still need to save your data Either click the Save button or press Ctrl S Also if you are working in multiple sessions if you close a session
54. ramming language The R 3 system contains a large number of modules as shown in the illustration below These combine and interact to handle the business management tasks of SE amp A These modules are grouped into three main areas Logistics Accounting and Human Resources SE amp A will use the Logistics and Accounting modules The modules are all linked So as you enter or update data on line using one module the information is immediately accessible to all modules The result is that up to date information is available to all parts of the company For example the accounting department can access information from the sales and purchasing departments Accounting information is available to the production planning department 46C N Client Server ABAPIA Basis A Administration PP N 31 SAP Overview Student End User Manual Reporting in SAP When you are working in the SAP system you may want to gather information from the database into reports A report is the actual report program while a list refers to the output that is the results of the report Some report programs display information others allow you to perform analyses A report must be started or executed Many times SAP automatically executes a report However you may want to execute a report yourself Finding the Name of a Report To search for a report name even when you do not know the exact name of the report do the following 1 From the Sys
55. re on the right of the Customers by country company code tab You can also access hidden tabs by clicking the left and right arrows on the right side of the tab strip P Hidden tabs Hidden tabs Arrows 60 Lesson 4 Using Matchcodes and Other Functions Lesson 4 Practice Perform the following exercises The answers are on the next page 1 Where do warning and informational messages appear on the screen 2 Hold data in a field using the following information 1 In the Command box type VA01 and press Enter to create a sales order 2 Inthe Order type field hold the data so that for this session only every time you enter a new sales order the code for a standard order always automatically appears in the Order type field 3 Test that you have successfully held the data for the Order type field 3 Click the back button to return to the SAP main menu In the Command box type ME21N to Create a Purchase Order From the Create a Purchase Order screen and write down the names of three of the tabs that are hidden on the tab strip 4 Describe the difference resulting from clicking Enter versus clicking Save 61 SAP Overview Student End User Manual Lesson 4 Practice Answers The name of the topic under which the answers can be found are shown here in parentheses 62 1 Where do warning and informational messages appear on the screen Error Warning and Information Messages In the Status bar at the botto
56. ress Enter or click the Enter button This will quit the current transaction without saving and bring you to the first screen of the new transaction Lesson 3 Menu Paths Transactions Passwords Printing Multiple Sessions Passwords The first time you log into SAP use the password assigned to you by the system administrator The first time you log in you MUST change your password The system administrator cannot change your password for you If you forget your password call the SE amp A Help Desk The SAP system administrator will assign you a new password After you log on change the password to a new one that only you will know Password Duration A password can be used for 90 days After 90 days the password expires You will receive advance notice of when your password is about to expire Rules for Passwords Passwords must adhere to SE amp A Information Security policies Passwords must follow these rules e Passwords cannot contain your first or last name e Passwords cannot contain your userlD e Passwords must be at least eight 8 characters long e Passwords must contain characters from at least three of the following four character sets e numeric characters 1 2 3 e uppercase letters A B C e lowercase letters a b c e special characters O gt Examples of this would be ummeR49 or perhaps a phrase that s simple to remember love to shop Love2 hop Do n
57. rization Profile Each system user has access to a particular transaction In order to do your job you will need access to a number of different parts of the system Therefore you have a set of authorizations known as an authorization profile When you log on the system checks your username to determine your authorization profile C Client Clients are legally commercially and organizationally independent units that exist alongside each other in the R 3 system Clients can be set up to administer the business transactions of different enterprises in one computing service center at the same time for example Context Sensitive Some of the SAP R 3 help functions are context sensitive That is they provide specific information and tips on the application area in which you are currently working D Default Printer The default printer is the printer on which your print requests are output if you have not selected a different printer Delete Data With the Delete Data function you can cancel the data settings you made previously with Hold data or Set data The Delete data function does not affect user defaults 85 SAP Overview Student End User Manual 86 Dialog Box A dialog box is an additional window that R 3 places over the active screen Ina dialog box the system asks you to confirm or cancel an action for example To make a decision and continue to work in the screen underneath you need to click one of the buttons E
58. s click SAP Help Portal Hint The link to the SAP Help Portal is http help sap com You must be connected to the SE amp A Local Area Network LAN to connect to the SAP Help Portal On the SAP Help Portal you can expect to find information about e All online documentation SAP Library for SAP solutions and e Additional information about documentation education services and information design at SAP 70 Lesson 6 Resources Computer Based SAP Training with NETg To get started learning SAP you can take courses using NETg the computer based training offering available to all employees at SE amp A Remember that these courses provide general information about SAP These courses are not tailored specifically to SE amp A business process procedures The courses do provide a good overview of SAP functionality To get started on SEAport click the Concert link in the leftmost navigation bar Under Concert SE amp A click NETg SAP Training The Web page provides details about how to get started with NETg to take the SAP courses You can connect directly to your training courses at www extremelearning com You can connect to the NETg training page either from your SE amp A computer at work or from your own computer at home For details refer to the link below on the SE amp A intranet SEAport http seaport sea siemens com home concert netgsap_r_r html Link to NETg Overview Working with SAP R 3 Rel 4 13181 Controlling SAP
59. s marked complete Click Exit Training to close the computer based training course Click Logout to close out of the Xtreme Learning Web site Once you have finished the course and you have scored 80 or above you can e mail Jacqueline Matthews lt jacqueline matthews siemens com gt to request a certificate of completion Lesson 6 Resources MySAP com To learn more about the company that develops SAP software go to www MySAP com The company is also named SAP From here you can read news releases facts about the company and more Founded in 1972 SAP provides collaborative business solutions for all types of industries and for every major market Headquartered in Walldorf Germany SAP is the world s largest inter enterprise software company and the world s third largest independent software supplier overall SAP employs more than 28 900 people in more than 50 countries 73 SAP Overview Student End User Manual Concert Program Glossary For SE amp A employees the Concert Program has a glossary of terms available to you on the Concert web page on SEAport To get to the Glossary click the Concert link in the left navigation bar of SEAport On the Concert Program Web page under Concert SE amp A click Concert Glossary Links to definitions of terms are displayed in alphabetical order Just click the link to see the definition 74 Lesson 6 Resources SE amp A Help Desk SBS Service Desk If you have searched th
60. s or text and the cursor in the Layout menu The Layout menu button is in the upper right area of the screen To customize the screen layout do the following 1 64 From the Layout menu select Options The Options dialog box appears displaying tabs for Colors in forms Colors in lists General windows and messages Fonts Cursor and Trace To change the background colors and text color in lists click the Color in lists tab You can also specify whether grid lines appear in lists in this tab To set SAP to automatically select text in an input field when you place your cursor in the field click the Cursor tab To make small medium or large fonts click the Custom tab To set the colors in your forms to match the colors in your lists click the Colors in forms tab To select and copy what from SAP to other applications click the Clipboard Work To output the contents of the current screen to your default printer from the Options menu select Hardcopy Lesson 5 Customizing Your Screen Using Parameter IDs for Shortcuts If you find that you frequently go to the same field to do a task or look up information you can set a shortcut to go directly to the field For example if you frequently look up data on a specific customer you can set up a shortcut to go directly to Display Customer Initial Screen with the customer number field populated with a customer number You do this by assigning a value to the Parameter ID
61. saction code Transaction Codes e From the menu option itself if you have set up SAP to display transaction codes in menus e From within the transaction itself by clicking the System menu and selecting Status Open two new sessions and toggle between them Working with Multiple Sessions 1 From the System menu select Create session or 2 Click the Session icon on the Standard toolbar 3 Repeat one of the two steps above to open the second session 4 Press the Alt Tab keys to toggle between the sessions Create a new session and siart a transaction simultaneously Use transaction code ME21N Creating a New Session and a New Task at Once In the Command box type o ME21N and press Enter 5 What happens if you close a session without first saving any data you entered 50 You lose any unsaved data Lesson 4 Using Matchcodes and Other Functions Lesson 4 Objectives From this lesson you can expect to learn e The meaning of error warning and information messages e How to use matchcodes to find information such as customers invoices materials e Howto use special features such as initiating multiple sessions and e The difference between entry and save in a screen 51 SAP Overview Student End User Manual Error Warning and Information Messages Warning messages W and informational messages I appear in the Status bar at the bottom of the screen An informational message might say No values found
62. select Link or file The Add a Web address or file path dialog box opens 2 Inthe Text field type a name for this address 29 SAP Overview Student End User Manual 3 Inthe Web address or file field tyoe the web address or file name and select Continue The Web address should start with http The filename should have the format X filename filepath For example C Texts SAP doc You should only use this function if you can access local files from your Web browser The new Web address or menu path appears at the end of your Favorites list Favorites Folders You can use folders in your Favorites list to organize your favorites To insert folders into your favorites list do the following 1 From the Favorites menu select Insert Folder The Create a folder in Favorites dialog box appears 2 Inthe Folder text box type the name of the new folder and click Enter The new folder is now in your Favorites list Renaming Moving and Deleting Folders and Favorites You can rename move or delete folders and favorites From the Favorites menu select the desired function complete the fields in the resulting dialog box and click Enter Note When you remove a Favorite from your list you are not really deleting the respective file program or transaction you are only removing the link to that item 30 Lesson 2 Working with SAP SAP System Concepts SAP R 3 is an open client server system SAP uses the ABAP 4 prog
63. ta Transaction Code Every transaction has a transaction code The code consists of four characters letters and or numbers When you type a transaction code in the Command box at the top of the window the transaction is executed U User Menu The User menu contains a restricted selection of task specific functions The user menu reflects a user s working environment It can consist of transactions reports and Internet addresses The system administrator creates menus for particular groups of users on the basis of roles The authorizations for the selected activities are proposed automatically and can be changed if necessary When a role is assigned to a user the user can work with the user menu and the associated authorizations in the SAP System The user menu is displayed when the user logs on to the SAP System W 88 Glossary Wildcards in Matchcodes When searching using Matchcodes you can use wildcards or placeholders The asterisk stands for one or several characters The plus sign can replace a single character You can use both characters either in the search mask or when entering the matchcode directly in a field Example You want to find the customer Mayer using his name There are however different ways to spell the name Meier Meyer Maier or Mayer In this case you can use the plus sign as a wildcard for the second and the third letters M er covers all four possibilities Work Area The work area is the area o
64. tem menu select Services and then Reporting The Report Selection screen appears Note got an unauthorized message what will the end users get 2 From the Utilities menu select Find Program or click the possible entries icon for Program and select an entry from the drop down list The report search screen ABAP Program Directory appears 3 Inthe Program field enter any part of the report name you know plus any wildcards or aS needed Use the and anywhere in the report name as often as necessary The report name can be upper or lowercase 4 Click Execute A list of reports appears 5 Position the cursor on the report name and click Choose or double click the report name 6 From the Program menu select Execute If the report does not require a variant the selection criteria screen for the report appears If the report requires a variant the system displays a message stating that you cannot select the report from this screen Return to the report selection screen click the Back button or press F3 and then enter the report and variant name Before leaving this screen make a note of the report name 7 Enter the selection criteria 8 From the Program menu select Execute The system executes the report and displays the resulting data Finding a Current Report To find the name of a current report do the following 1 Execute the report 32 Lesson 2 Working with SAP 2 From the System menu
65. tion Entry fields contain a yellow triangle in the corner S SAP Systems Applications and Products in data processing The name of the tool or software suite SE amp A is using to run its business See What is SAP Save Once you have saved data the transaction you are performing is complete You can enter data in a screen and click the Enter button but it is not saved until you click Save SEAport SEAport is the name of the SE amp A Intranet You must be connected to the SE amp A LAN to access SEAport SEAport contains links to the Concert Program and to NETg for computer based SAP training courses Session The working environment in the SAP application You can open more than one session at a time Each new session opens in a separate window Status Bar The lowest line in the SAP window System messages and error messages appear in the Status Bar Sub Menu A sub menu is a menu that opens after you click a selection in another menu System Menu The system menu contains important features that have implications for all applications T Title Bar The title bar is the uppermost line in the SAP window It contains a description of the application in which you are now working Transaction A process or function within SAP you perform to complete a business task such as entering a purchase requisition updating customer information or displaying data in a report Most transactions are either creating changing or displaying da
66. ts such as a toolbar using the F1 key First position the cursor on the screen element and then press F1 Text about the element appears If no text is available a message appears in the Status bar If you see an error message you can get further information on the error message by clicking the message in the Status bar Extended Help Extended Help provides information on application areas and is context sensitive That is when you press F1 you will see a list of topics for that application area only If you call up Extended Help from an initial screen in SAP only the title page of the Help file appears 20 Lesson 1 Logging On and Off and Screen Elements Determining How to Display Help You can determine how you want online Help to appear when you request it To set Help displays do the following 1 Click the Help menu and select Settings You will see two options Display in Performance Assistant window which you can leave open and return to the active window and Display in Modal dialog box which you must close before you can return to working in the active window F1 Help SAP Library F4 Help AA H O in Performance Assistant amp in modal dialog box 2 To have the Help window remain active in the background while you continue to work select Display in Performance Assistant window 3 To have the Help window appear on top of the SAP screen select Display in Modal dialog box If you select this option
67. unt number or customer name Matchcodes Matchcodes provide you with a means of searching for data records that are stored in the system You enter matchcodes directly in the input field Each matchcode has its own set of search terms You can search using any desired terms the postal code city name bank account or cutomer number See also Matchcodes in this online Help Menu Bar The Menu bar is located on the top of the R 3 screen directly below the Title bar You can open various menus by choosing options in the Menu bar The Menu bar contains different entries based on the application and application area in which you are working The System and Help menus are accessible from all R 3 screens Menu Path A series of menu titles you use until you reach the final transaction you want to initiate An example menu path is one that is used to create a new sales order Logistics gt Sales distribution gt Sales order Create Menu System The Menu System enables you to start applications and functions in SAP The Menu System is divided into three levels Main menu level Application level and Task level O Optional Entry Field An entry field in which entering data is optional You do not have to complete an option field in order for the system to accept the screen as complete P Password Your secret password you use to access the SAP R 3 system The password consists of at least eight characters Letters numbers punctuation marks and
68. without saving the data you entered all the data will be lost Remember confirms entries on a screen and enables you to proceed to the next screen in the transaction but actually saves the data 58 Lesson 4 Using Matchcodes and Other Functions Stop Transaction Button To cancel or delete data you just entered you have three choices e press the Cancel button e click the Edit menu and select Cancel or e press F12 Any one action cancels the current activity and closes the window in which the activity was initiated Depending on the situation the system may display a dialog box prompting you to confirm your action 59 SAP Overview Student End User Manual Tabs on Screens SAP uses tabs on screens to enter different pieces of related information For example to enter a Purchasing Requisition you may need to enter information in three different tabs the Header Data tab the Item Overview tab and the Item Details tab SAP enables you to complete all the information for the Purchasing Requisition without leaving the screen When a screen contains more tabs than can be displayed at once you will see a tab strip A tab strip indicates that more tabs are available Customers by company code L Customers by country company code E II To access the unseen tabs click the left and right hidden tabs In the illustration above two more tabs are on the left of the Customers by company code tab and three more tabs a
69. you will need to close the Help window before you can continue working in the system Release Notes Release Notes document changes made to the system To view Release Notes double click the topic you want to read A paragraph appears that describes how procedures have changed in the different releases of the system 21 SAP Overview Student End User Manual Lesson 1 Practice Perform the following exercises The answers are on the next page 22 1 2 3 4 Log on the SAP system using information provided by the instructor What does the acronym SAP mean Identify a situation when you would right click the mouse Name the five levels of Help available in SAP Lesson 1 Logging On and Off and Screen Elements Lesson 1 Practice Answers The name of the topic under which the answers can be found are shown here in parentheses 1 Log on to the SAP system using information provided by the instructor Logging On and Off SAP 1 Click the Windows Start button and select Programs 2 Under Programs select SAP Front End and then select SAPlogon 3 Select the SAP logon for your area and click Logon 4 Inthe User text box type your SAP user name and press Tab 5 Inthe Password text box type your SAP password and click Enter 2 What does the acronym SAP mean What is SAP Standards Applications and Processes 3 Identify a situation when you would right click the mouse Mouse Maneuvering To display a l

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