SAP Navigation 1

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SAP NAVIGATION

TABLE OF CONTENTS

Scope........................................................................................................................1

Learning Objectives.................................................................................................1

Course Prerequisites................................................................................................1

Target Audience.......................................................................................................1

Lesson 1: Accessing Reports...................................................................................2

Lesson Objective.....................................................................................................2

Graphics/Flowchart..................................................................................................2

Exercise 1: Accessing Reports via the Menu Path..................................................3( Overview..............................................................................................................3( Objective..............................................................................................................3

( Menu path............................................................................................................3

( Transaction code..................................................................................................3

Getting Started Basic Navigation Tools & Nomenclature...................................3

Exercise 2: Basic Features.....................................................................................12

( Overview............................................................................................................12( Objective............................................................................................................12

( Menu path..........................................................................................................12

( Transaction code................................................................................................12

( Features/Procedures ..........................................................................................13


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SAP NAVIGATION

SCOPE

The scope of this course is limited to SAP system navigation and some basic features for

using the system.

LEARNING OBJECTIVES

After completing this course, you will be familiar with some of the basic tools andterminology for navigating through the SAP system and will be able to perform basic

functions including:

1. Drilling down menu paths

2. Entering transaction codes3. Creating a new session

4. Creating a shortcut on the desktop

5. Creating favorites6. Using help

COURSE PREREQUISITES

1. How To Logon (GN102)

TARGET AUDIENCE

Any State System employee who may need to use the SAP system in any capacity.


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LESSON #1: ELEMENTS OF NAVIGATION

LESSON OBJECTIVE

The objective of this lesson is to familiarize the student with the basic tools and

procedures for navigating through the SAP system.

GRAPHICS/FLOWCHART

NA


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EXERCISE #1: BASIC NAVIGATION TOOLS AND

NOMENCLATURE

OVERVIEW

This section presents some of the common tools that are used to navigate through the

SAP system, along with variousscreen shots and explanations of their functionality.

Some of the tools/functions will be further explained in latter sections of this course.

OBJECTIVE

The objective of this exercise is to enable personnel to gain an understanding of the

tools/methods utilized to navigate through a typical transaction in SAP.

MENU PATH

NA

TRANSACTION CODE

NA

GETTING STARTED

Review of the following elements will provide a basic framework of understanding for

how to get around in the system:


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THE SAP WINDOW

The SAP window is the user interface to the SAP System. The elements of a typical SAP

window are shown below:


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MENU BAR/TOOL BAR

TheMenu Barcontains menu paths available for navigation from the current screen. Themenu options vary according to screen or task. On the following screen, the available

options include:

Menu Edit Favorites Extras System Help

To navigate a menu path, click on the desired option on theMenu Barin order to viewmore menu options for that module area.


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STANDARD TOOLBAR

The standard toolbar, located just below the menu bar, contains buttons/icons for

performing common actions such as Save, Enter, Back, Exit, Cancel, etc. The toolbar

also contains the Commandfield (see white rectangular box in red circle below) wheretransaction codes can be entered.

If you are in a particular transaction and want to proceed to the next transaction withoutgoing back to the main menu, you can enter/nfollowed by the transaction code in the

command field, then click .

The functions that can be performed with the toolbar will be dependent upon where you

are in a particular transaction. For example, notice in the toolbar below that the Save icon

is grayed out; you would not be able to Save in this instance. Other buttons may be

grayed out at any given time depending on where you are in a particular transaction

(i.e., what screen you are on).

A table summarizing the function of each button of the standard toolbar is presented onthe next page. In addition, these buttons/icons are explained in further detail later in this

course.


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STANDARD TOOLBAR (Buttons/Functions)

Button Name Function

Enter Confirms the data you have selected or entered onthe screen. Same function as the Enterkey. Does

not save your work.

Command field Allows you to enter commands, such as transactioncodes.

Save Saves your work. Same function as Save in theEditmenu.

Back Returns you to the previous screen without savingyour data. If there are required fields on the screen,these fields must be completed first.

Exit Exits the current function without saving. Returns

you to the initial screen or main menu screen.

Cancel Exits the current task without saving. Samefunction as Cancelin the Editmenu.

Print Prints data from the current screen.

Find Searches for data required in the current screen.

Find next Performs an extended search for data required inthe current screen.

First page Scrolls to the first page. Same function as the CTRL

+ Page Upkeys.

Previous page Scrolls to the previous page. Same function as thePage Up key.

Next page Scrolls to the next page. Same function as thePage Down key.

Last page Scrolls to the last page. Same function as the CTRL

+ Page Up key.

Create session Creates a new SAP session. Same function asCreate session in the System menu.

Create shortcut Allows you to create a desktop shortcut to any SAPreport, transaction, or task if you are working with aWindows 32-bit operating system.

F1 Help Provides help on the field where the cursor ispositioned.


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Button Name Function

Layout menu Allows you to customize the display options.

RADIO BUTTONS AND CHECKBOXES

To enter information in the SAP System, you must sometimes select among severaloptions. In some cases, you can select only one option; in other cases, you can select

more than one.

When you are limited to only one option, radio buttons identify the options:

When you can select multiple items, options are identified by checkboxes:

Choosing Options with Radio Buttons

To select an option, click the radio button next to that option. The selected

radio button is now filled in.

To change your selection, click a different radio button. The original button is

now empty and the new selection is filled in.

To select a radio button using the keyboard, use the Tab key to move to the

group of options. Use the arrow keys to move to the desired option, and press

the spacebar.

Choosing Options with Checkboxes

To select one or more options, click the checkbox next to each desired option.

The selected checkboxes now contain a checkmark.


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To deselect a checkbox containing a checkmark, click it again. The

checkmark disappears.

To select a checkbox using the keyboard, use the Tab key to go to the groupof options. Use the arrow keys to go to each desired option, and press the

spacebar.

To deselect a checkbox containing a checkmark, use the arrow keys to go tothe option, and press the spacebar. The checkmark disappears.

DIALOG BOXES

The SAP System displays dialog boxes when it:

Requires more information before it can proceed

Is providing information, such as messages or specific information about your

current task

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

A sample dialog box is shown here:

When you end a task without saving your data, or you choose a function that may causeyou to lose data, the SAP System usually displays a dialog box in which you are asked to

confirm or cancel your action.


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REQUIRED INPUT FIELDS

When you work in the SAP System, you will sometimes encounter input fields containing

a checkmark icon. These are required inputfields. An example is shown below:

Use

If the screen you are working in contains any required input fields, you must enter data in

these input fields before you can proceed to the next screen or tab (if the screen is using

tabs).

Generally, if a screen has no required input fields, you can go to the next screen or tab

without entering data in any fields. Some screens, however, have required input fields

that are not identified. This situation can occur when

You enter data in an optional field that has required fields associated with it

You need to enter data in one of several input fields

For example; freight can be delivered by a specific day or week. Neither the

Day field nor the Weekfield are identified as required input fields; however,you must complete one of the fields (not both).

When you choose OKto proceed to another screen, if you have not completed all the

required input fields on a screen, the SAP System displays an error message in the status

bar. At the same time, it places the cursor in the required input field so that you can

make the necessary data entry.


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TABS

Tabs enable you to enter, display, and alternate between multiple screens. In transactions

containing multiple screens, they provide a clearer overview. In addition, tabs enable you

to proceed from one tab page to the next without having completed all the data. Toaccess a tab page, select the corresponding tab header.

In some cases, you must complete all required input fields on a tab page

before you can move to the next tab page.

Features

In the case of longer tabstrips, not all of the tabs appear on the screen. The leftand right arrows at the top of the tabstrip allow you to scroll to all the tabs.

If you choose the button at the right of the tabstrip , the system displays a

list of all the tabs on the tabstrip. If you select a tab from this list, the selected

tab page moves to the foreground. Tabs are arranged in order of importance or in the process order of the

transaction.

Tab headers can contain text, icons, or both.


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EXERCISE #2: BASIC FEATURES

OVERVIEW

This exercise presents a review of some of the more common features that can be utilized

to navigate through SAP.

OBJECTIVE

The objective of this exercise is to familiarize personnel with the basic navigational

features of SAP (e.g., drilling down, entering a transaction code, etc.) and associated

input screens that may pop-up as a transaction is being processed.

MENU PATH

Menu path will be specific to each particular transaction/report.

TRANSACTION CODE

Transaction code will be specific to each particular transaction/report.


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FEATURES/PROCEDURES

After logging on to SAP, the screen below is the first screen that will be displayed:


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HOW TO DRILL DOWN

When you logon to the SAP system, you will only be able to see a few choices, as shown

on the screen below. In order to reach a specific transaction, such as creating an invoiceor creating a purchase requisition, you will need to drill down to the lowest level.

Drilling down one level is achieved by clicking once on a right-pointing arrow. On the

following screenLogistics has been highlighted because that is the area where drill-down

is required in order to reach the purchase requisition entry screen.

Click on the arrow next toLogistics


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The following window shows the screen that will be displayed after drilling down two

levels (by clicking on the right pointing arrow twice), when starting fromLogistics:

Each transaction can have multiple levels. The lowest level is indicated by the cube

symbol, shown below:

Drill down further, by clicking on each down arrow (as highlighted in the

following figure) until you reach the lowest level (highlighted by the red circle):


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The lowest level in this case isME51N - Create field, highlighted below, where the

"Create Requisition"transaction can be executed.

Double click on theME51N - Create field highlighted in yellow.

Clicking on theME51N - Create field will take you to the following "Create PurchaseRequisition" window:

This is the window where you will actually perform the entries required for the

transaction (creating a requisition).


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HOW TO ENTER A TRANSACTION CODE

A transaction code is a faster way that can be used to reach a transaction screen withoutusing a menu path. It is typically a four digit, alphanumeric value that identifies a

transaction, such as FB60, which is used for Entering a Vendor Invoice.

On the following screen, the Command Fieldhas been circled in red. This is the place

where you can enter the transaction code:

Enter FB60 (which is the transaction code), as shown below:

NOTE: If you are already in a particular transaction and want to proceed to the next

transaction without going back to the main menu, you can enter/nfollowed by the

subsequent transaction code in the command field, then click .

Click on the green checkmark (highlighted by the smaller red circle)


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This will lead you to theEnter Vendor Invoice screen, which corresponds to the FB60

transaction code, as shown below:


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NAVIGATION ARROWS

The navigation options in the SAP R/3 System are intended to give the user as muchfreedom as possible when moving between screens and tasks. To support this, a number

of standard functions (such as "Back", "Exit", and "Cancel") are offered.

Note the green checkmark and colored arrows on the following screen (Green, yellow

and red). Their functionality is explained in this section.

The following screenshot is a blown-up version of the Standard Toolbarshown on theprevious screen.


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The functionality of each of these icons is explained as follows:

Green Checkmark

This icon is used as theENTERkey that allows you to continue to the next step. It is

used when you require the system to validate your field entries and then move to the next

function, or screen, in a system task. This key does NOT save the information that you

enter. For that, you will have to use theSAVEicon.

Green Arrow

This icon is used as theBACKkey. It is typically used to go back to the previous screenor menu level.

Yellow Arrow

This icon is used as theEXIT key. It is used when you want to exit the current menu

level or system task without saving the data.


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Red X

This icon is used as the CANCELkey. It is used when you want to cancel the data youentered in the current system task.

Save

This icon is used as theSAVEkey. It is used to save data or save changes to data in a

system task.

Delete

This icon is used as theDELETEkey.

Print

This icon is used as thePRINTkey.


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PAGING

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

To move:

A page up: click on the single up arrow

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

To the last page: click on the down double arrows


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CREATING A NEW SESSION

You can work with multiple sessions of SAP. A session is equivalent to a window. Whatthis feature allows is to have two, or more, windows open at the same time. For example,

you can use one window to work on the transaction Create an invoice. Simultaneously,

you can use the other window to go to another transaction to check the address of thevendor, without closing the first window.

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

To create a new window:

Click on the icon highlighted by the red circle on the above screen

This will create a new window. You can switch between the two windows, the old and

the new, by:

Pressing the ALT key (and keep holding it down) Hitting the TAB key to move to the other window(s)


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CREATING A SHORTCUT ON THE DESKTOP

You can create a shortcut on your desktop in order to be able to access a transactiondirectly from your desktop.

While in a particular transaction, click on the Generate a Shortcuticon highlighted onthe following screen:

This will cause the following pop-up window to appear:


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Enter the shortcut description in the highlighted area.

Click on OK

Clicking on the OKbutton will place the shortcut on the desktop as shown below:


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CREATING A FAVORITE

A favorite is just like a bookmark in a Browser, which enables you to reach a transactionwithout using a menu path or typing in a transaction code. You can add multiple,

frequently used, transactions to your list of favorites so that you can reach your

destination quickly without having to remember either the menu path or the transactioncode.

To add a favorite: Navigate to the transaction code that you want to add to your favorites

On the following screen,ME51N Create has been highlighted. This is the transactioncode that we need to add to the list of favorites.

To add the favorite, after navigating to it: Click onFavorites on the menu bar Click onAdd


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This will add theME51Ntransaction code to the list of favorites, as shown below:


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STATUS BAR

The Status Baris located at the bottom of the SAP screen. It displays important system

messages, such as errors and completion of transactions, as well as other session

information. The following screen shows the message generated by the system after a

purchase requisition was changed:

The circle on the left hand side of the screen indicates that the purchase requisition # has

been changed.

The circle on the right hand side of the screen indicates the system information. For

example, it indicates that the TRN client 722 is currently being used.


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As indicated above, the default information displayed in the right-hand portion of the

status bar indicates which client is in use. By clicking on the selection list icon (circled in

red below), you have the option to select from several other choices of data to bedisplayed in this area.

A pop-up window, as shown below, will be displayed. The check mark, in the leftcolumn, indicates the information that is currently being displayed. Click on your choice

to change the status bar display. In the example below, the transaction code was selected.

The status bar will now indicate the transaction code that is currently in use.


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DETERMINING THE CURRENT TRANSACTION CODE (Method 2)

If you want to find out the transaction code for the transaction that you are currentlyworking on, as well as some other details, navigate as shown on the following screen:

This will lead you to the following window:

Click on the green checkmark (next toNavigate), to return to the previous transaction


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HOW TO CREATE A PERSONAL MENU

SAP allows you to create your own personalized menu (i.e., user menu).

The new SAP Easy Accessuser menu is the user-specific point of entry into the SAP

System. You can access the user menu by clicking on the icon as shown below:

OR by clicking Menu in the upper left corner of the screen, then User Menu from the

drop-down list (see below):


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The user menu contains only those items such as transactions, reports, and Webaddresses you need to perform your daily tasks.

If a user menu has been defined by your system administrator, it appears when you log on

to the system.

If you have not been assigned a user menu, or you need to access items that are not

contained in your user menu:

Open the SAP standard menu by choosingMenu SAP standard menu. You

now have a complete overview of the SAP System you are currently working

with. Use the navigation area to navigate to the items you need.

Or, contact your system administrator.


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On the SAP Easy Access initial screen, you can also:

Create a favorites list consisting of the transactions, files, and Web addresses you

use most frequently

Go to SAP Business Workplace, if you are using Work items

ROLES

Roles are collections of activities used in business scenarios. Users access the

transactions, reports, or Web-based applications through user menus. SAP currently

delivers over 1200 predefined roles. Users can change aspects of roles they are assigned,for example, by creating their own favorites list.

When a user is assigned a role, they are assigned not only the menu, but also the

authorizations they require to access the information, ensuring that the business data isalways secure. Authorization profiles are generated according to the activities contained

in the role, thus restricting the authorizations of each user in the SAP System to onlythose activities.

In the mySAP.com Workplace, the user uses a Web browser to view and execute therequired tasks and activities. Roles can be assigned here as well.

The system administrator can tailor the user menu to the personal requirements of each

user, by adding or deleting menu entries.


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FIELD ENTRY SEARCHES

When entering data, you will at times need to conduct a search to determine theappropriate data to enter in a field. There are a few ways that this can be accomplished.

In the example below, a Vendor Number is required. If you do not know the number, asearch facility is available for this field. When your cursor is in the field, the search

button will appear immediately to the right when available. See the red circle below.


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After clicking the search button (or pressing F4), a pop-up window similar to the example

below, will be displayed. This window provides options for conducting your search.

Often, there are several tabs available, which give different search options.

Note the three buttons in the upper right corner. The left arrow will bring the previous

tab to the front, the right arrow brings the next tab to the front, and the selection listdisplays a listing of all available tabs and allows you to choose which to bring to the

front.


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Once you have chosen the tab that corresponds to your desired search method, enter data

in the fields to limit your search. You may complete all, some, or none of the fields. If

no fields have been completed, the entire list of possible selections will be returned. Inthe example below, only vendors with a Harrisburg address will be returned.

Click the green check mark to execute the search. To cancel and close the pop-up

window, click the blue X .


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Sample search results are shown below. When the desired item is located, double-click

it. Or highlight it by clicking on it once and then clicking the green check mark . If

you are not satisfied with the search results, click the blue X to close the window.


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

the selected data.


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USING A WILD CARD IN THE FIELD ENTRY SEARCH

While conducting a field entry search, you can use an asterisk (*) as a wild card characterto help expand the search. In the example below, the vendor number search is being

limited to vendors within a zip code range. Instead of entering a complete five-digit zip

code, only the first three digits were entered followed by the * wild card.


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This will return all vendors whose zip code begins with those digits.

The wild card can be added at the beginning, middle, or end of your search term. You

can also use multiple wild cards within a search term.


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HOW TO GET HELP

To get help, navigate as shown on the following screen:


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HOW TO LOGOFF

Click on System

This will display the following menu:

Click onLogoff. This will log you off the system.

You can also logoff by clicking the X button in the upper right corner of the screen.


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SUMMARY

The following features were covered in this course: How to navigate using menu paths, arrows and transaction codes

How to drill down

How to move up/down pages and screens How to create multiple windows (sessions)

How to create a shortcut on the desktop How to create a favorite How to do Field Entry Searches

How to get help

How to logoff

SAP Navigation 1

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