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QUICK REFERENCE CARD
Table of Contents:
Log On To the SAP System Change Your Password SAP System Messages / Information SAP Buttons / Screen Features Open a New Session Use Transaction Codes Add a Favorites Folder Add Favorite with Known Transaction Add Favorite from Menu / Rename Favorites Reorder / Delete Favorites Add a Favorite to the Desktop Use Find to Locate Transactions Use the SAP Search Menu Display Transaction Codes Display Current Transaction Use Field History Adjust Field History Options Retrieve Field Values / Field Help Create a Personalized Picklist Screen Help System Help SAP Printer Setup
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LOG ON TO THE SAP SYSTEM
To log into the SAP system:
Step 1. Click Start > Programs > SAP Front End > SAP Logon.
NOTE: The SAP Logon screen can also be accessed by double-clicking the Windows desktop.
icon on the main
Step 2. Double-click the client you wish to log into (highlighted below):
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Type your user ID in the “User” field. Step 4.Step 3. Enter the following fields in the SAP login screen (highlighted below): a. Click the button (highlighted above). The SAP Easy Access screen will appear as follows: SAP Navigation Page 4 of 34 . Type your password in the “Password” field. b.
To change your password: Step 1. Enter the new password again in the “Repeat password” field. Step 2. Enter a new password in the “New password” field. (You will also be prompted to change your password every 45 days). Enter the following fields in the password pop-up (shown below): a. Step 3. (This must be the same password you entered in Step a). Press the tab key. Password Rules: • • • • • Passwords must be 8 characters long One character must be numeric It cannot be the same as your user Id The new password cannot be the same as the previous 5 passwords You will be prompted to change your password every 45 days Page 5 of 34 SAP Navigation . Click the button AFTER entering your User ID and password (highlighted below). b. Click the button. c.CHANGE YOUR PASSWORD You can change your password up to once per day.
Error messages – displayed in RED (correct the error or select the button). The “(2)” is the session number (sessions will be defined later in this chapter). button to clear). The button is used to view addition information on the system and the user’s login. LEFT HALF – displays system messages. These two parts are described below. The “USAPP01” is the name of the application server. the user would single click on the “INS” to change the mode to “OVR” which means overwrite). “INS” means that this user is currently in the “insert” not. Example: [cancel] RIGHT HALF – displays system and logon information (see figure 6): The “PRD” is the system number. “overwrite” mode (to “toggle” to the overwrite mode. There will be three types of messages displayed on the status Information messages – displayed in GREEN (select the Example: Warning messages – displayed in YELLOW (select the Example: button to clear). This information is displayed below: SAP Navigation Page 6 of 34 .SAP SYSTEM MESSAGES/INFORMATION The SAP status bar at the bottom of the screen is actually broken down into two parts.
SAP BUTTONS / SCREEN FEATURES The table below provides a summary of the most commonly used SAP buttons and screen features. Used to change the end date of an existing entry or record. Used to delete an existing entry or record (used with caution). Used to exit the area of the system you are currently in. Page 7 of 34 Save Back Exit Cancel Create a new session. Used to display/view an existing entry or record. Used to save entered information. Used to create new entries or records. Used to view a list of all entries or records. Used to open a new “window” to the SAP system (discussed later in this chapter). Help or Possible Entries Create Change Display Copy Delimit Delete Overview Print SAP Navigation . Used to get the picklist of possible values for the selected field. Used to print the data displayed on the current screen. Often used to clear error messages. Used to move to the previous screen. Button / Screen Feature: Name: Enter Used For: Used to confirm entered information and to clear messages. Used to get SAP’s help or documentation on a particular field or screen feature. Used to change an existing entry or record. Used to copy an existing entry or record. Used to cancel or stop what you are currently trying to do.
Used to execute an application. or report from an SAP screen. Used to close open (or expanded) folders on the SAP menu. Used to find an entry in a screen or table that contains many entries or records.Button / Screen Feature: Name: Details Used For: Used to view the “details” or “drill down” for the selected entry. Used for entering transaction codes (discussed in the next section). The command field will appear on every screen in the SAP system. Execute Find Command Field SAP Menu Required Field SAP Navigation Page 8 of 34 . program. Used to indicate that a field is a required entry.
button (top right corner of the screen) or by selecting “System > End SAP Navigation Page 9 of 34 . Press the “Alt-Tab” keys to switch between the open sessions. At the SAP Easy Access screen. You can have a maximum of 6 sessions open at a time (2 are recommended). Step 2. NOTE: A session can be closed using the Session” from the SAP menu. click the button (highlighted below). If you have additional tasks to perform or if one session is responding slowly. To open an additional session: Step 1.OPEN A NEW SESSION A session is an instance of a SAP window. you can switch to another session that is already open.
Step 2. The SAP Easy Access screen is the only screen that does not require using a prefix in front of a transaction code. When finished.will open a new session. The requested screen appears as follows (ex: ME5A): NOTE: If you are not in the SAP Easy Access screen.USE TRANSACTION CODES A transaction code is a way to access a SAP screen. click the button until you are at the SAP Easy Access Screen. SAP Navigation Page 10 of 34 .will move the current session. At the SAP Easy Access screen. type the desired transaction code (ex: ME5A) in the and click the button. you can use the following prefixes (shown in green) with a transaction code: /nME5A . /oME5A . To use a transaction code: Step 1.
The new folder (ex: Purchasing) appears under the Favorites folder (highlighted below).ADD A FAVORITES FOLDER You can add favorites and folders to organize your favorites on the SAP Easy Access menu. SAP Navigation Page 11 of 34 . On the SAP Easy Access menu right-click on the “Favorites” folder. Click the button (highlighted above). To add a folder that you can put favorites in: Step 1. Step 2. Click “Insert folder” on the menu (highlighted below). Step 4. Type in the name of the new folder (ex: Purchasing) in the “Creating a Folder” pop-up box. Step 3. Step 5.
Click “Insert transaction” on the menu (highlighted below). Step 4. To add a favorite when you know the transaction code: Step 1. Step 2.ADD FAVORITE WITH KNOWN TRANSACTION You can add favorites for transaction codes on the SAP Easy Access menu. Click the button (highlighted above). Step 3. SAP Navigation Page 12 of 34 . Step 5. The new favorite is added under the specified folder (highlighted below). Type in the transaction code (ex: ME5A) you wish to add a favorite for (highlighted below). On the SAP Easy Access menu right-click on the favorites folder you wish to create the favorite in (ex: Purchasing).
ADD FAVORITE FROM MENU / RENAME FAVORITES You can also add a favorite that you locate on the SAP menu. Review the favorite that is now under your Favorites folder. Position the mouse cursor over the transaction and right-click with your mouse. This is useful when you do not remember a specific transaction code or when a transaction code is long. Step 4. Step 3. Click “Add to Favorites” from the menu (highlighted below). To add a favorite that you locate on the menu: Step 1. SAP Navigation Page 13 of 34 . Step 2. Open the menu structure and locate the transaction you wish to add a favorite for (as highlighted below). as with many reports.
NOTE: In the above example. If desired.Step 5. click on the new favorite and drag it into another favorites folder. Step 6. The renamed favorite appears (highlighted below): SAP Navigation Page 14 of 34 . To rename a favorite. Step 8. right-click on it and select “Change favorite” (highlighted below). Type in the new favorite name (ex: Goods Receipt) in the “Change a favorite” pop-up box. The new favorite was dragged into the “Purchasing” folder. you can rename your new favorite. If desired. Click the button (highlighted above). Step 7.
To reorder favorites. Click the button to move the favorite down until it is in the desired position (highlighted below). button). right-click on it and select “Delete favorite” (highlighted below).REORDER / DELETE FAVORITES Step 1. click the The favorite is now repositioned (highlighted below). (If you wish to move the favorite up. Step 3. SAP Navigation Page 15 of 34 . click on the favorite (highlighted below). To delete a favorite. Step 2.
Step 2. right-click on the favorite and select “Create shortcut on the desktop” (highlighted below). To use the shortcut. To create a shortcut on your desktop. you can right-click on the shortcut to rename it. The message will appear on the status bar. Step 5.ADD A FAVORITE TO THE DESKTOP Step 1. Page 16 of 34 . minimize any open windows and double-click on the shortcut on your desktop. Click the SAP Navigation button (highlighted above). Step 4. NOTE: If desired. Type in your password in the pop-up that appears (highlighted below). Step 3.
When finished using the transaction code. click the screen.The screen for that shortcut will appear (displayed below). button until you are at the SAP Easy Access SAP Navigation Page 17 of 34 . Step 6.
Click the button (highlighted above). NOTE: In screens other than the SAP Easy Access screen. At the SAP Easy Access screen. SAP Navigation Page 18 of 34 .USE FIND TO LOCATE TRANSACTIONS To locate transactions by using the find feature: Step 1. click the button (highlighted below). button will typically search for Step 2. Type in a search description or transaction code in the “Find” field (ex: Goods Movement) of the search pop-up menu (highlighted below). rather than transaction codes as illustrated here. the specific data. Step 3.
If desired. Step 4.The results of the search are highlighted below. NOTE: You can click the button to search for additional occurrences as many times as needed. Step 5. click the button to search for additional occurrences. SAP Navigation Page 19 of 34 . The additional search results are highlighted below.
type SEARCH_SAP_MENU in the and click the button. When finished. To use the SAP Search Menu: Step 1. click the button until you are at the SAP Easy Access Screen. Step 4. SAP Navigation Page 20 of 34 . Step 2. View the search results as shown below. NOTES: The search results for this screen show that the Goods Movement screen can be accessed with transaction MIGO (as highlighted above).USE THE SAP SEARCH MENU The SAP Search Menu can be used to search the SAP menu for a transaction code. To read the menu path on this screen. Scroll down as needed. Click the button (as highlighted above). enter the screen name or transaction code [ex: Goods Movement] to search for (as highlighted below): Step 3. In the search pop-up box. At the SAP Easy Access screen. start at the bottom and proceed up (as highlighted above): Logistics > Materials Management > Inventory Management > Goods Movement > Goods Movement (MIGO) Step 5.
DISPLAY TRANSACTION CODES You can view transaction codes on the SAP Menu by changing the following user settings: Step 1. Open the menu structure and view the transaction codes that are now displayed (as highlighted SAP Navigation Page 21 of 34 . button (highlighted above). Click the below). NOTE: You can select the “Do not display screen” checkbox to change the rippling water background on the SAP Easy Access menu into a solid blue background. Step 4. Step 2. Select the “Display technical names” checkbox (highlighted below). At the SAP Easy Access screen click on “Extras > Settings” (as highlighted below). Step 3.
Select from the pop-up (highlighted below). SAP Navigation Page 22 of 34 . At the SAP Easy Access screen. click the button (highlighted below).DISPLAY CURRENT TRANSACTION To display the transaction code for the screen you are currently in: Step 1. Step 2.
The following screens illustrate the result of this option: SAP Navigation Page 23 of 34 .
USE FIELD HISTORY To display and reuse the values of fields that you have previously typed in: Step 1. type the desired transaction code (ex: ME5A) in the and click the button. Step 5. Page 24 of 34 . Step 2. The selected value will now populate the field (highlighted below). Step 4. Click on the desired field value [ex: SOWEN] from the drop-down list (highlighted below). At the SAP Easy Access screen. Click in a field where you have previously type in values. Step 6. click the SAP Navigation button until you are at the SAP Easy Access Screen. (ex: Requisitioner) Step 3. Press the backspace key on your keyboard. When finished.
NOTE: The selected so that you can retrieve field history (highlighted button can be used to clear existing history. tab (highlighted below). Step 5. At the SAP Easy Access screen. Make sure the “History” option has above). from the drop-down menu. SAP Navigation Page 25 of 34 . Click on the button. When finished. Step 4.ADJUST FIELD HISTORY OPTIONS To adjust your field history options: Step 1. click the Step 2. Select Step 3. click the button (highlighted above).
Click the button (or press the “F4” function key).Office Supplies / General” highlighted below). Step 5. SAP Navigation Page 26 of 34 . Scroll down if needed to find the desired value. Step 4. Click in the field where you wish to retrieve a valid value (ex: “Matl Group” . Step 3. At the SAP Easy Access screen.RETRIEVE FIELD VALUES / FIELD HELP To access a list of the valid values or the “picklist” for a particular field: Step 1. Double-click on the desired value in the pop-up list (ex: “615 .highlighted below). Step 2. type the desired transaction code (ex: ME51N) in the and click the button.
click the button to close the help screen. For help information on a specific field. After viewing the field help (shown below).Step 6. Step 8. Page 27 of 34 . click in the field (ex: “Matl Group”) and press the “F1” function key or use the button. Step 7. The selected value will appear in the field (highlighted below). NOTE: Field help can be also be printed using the SAP Navigation button.
The Create Purchase Requisition screen appears. NOTE: You do not have to create a requisition to create a personal list. To create a personal list: Step 1: At the SAP Easy Access screen. you can create your own “personal list” with the specific items you use on a regular basis. type the desired transaction code (ex: ME51N) in the Command Field. Step 4: A listing of the material groups will be displayed as shown above.CREATE A PERSONALIZED PICKLIST Some picklists in SAP can be lengthy. Step 2: Single click on the Material group field to highlight it (as shown below). Step 3: Click on the (drop-down) button [highlighted above]. To customize these picklists. SAP Navigation Page 28 of 34 .
NOTE: After you create your personal list.Step 5: Scroll down the list to locate the material group you wish to add to your personal list (ex: Corporate Express Office Supplies). Step 6: Single click anywhere on the item (ex: CORP EXPRESS OFF SPL) and a small dark blue box will appear on that item as shown above. the Step 8: Select the button (highlighted below) to display your personal list of material groups. SAP Navigation Page 29 of 34 . Step 7: Click on button to add the selected item to Personal List. button will appear.
your personal List will be displayed. .Personal list may be created for any field that has a pick list in SAP. Just look for the SAP Navigation Page 30 of 34 .Step 9: Your new personal list will now be displayed as shown below. repeat steps 5 – 10 above. button to add an additional item to your list. To return to the entire material group list.The next time you return to the material group field. NOTES: . Step 10: If you would like to see the whole material group list. click on the button. click on the button (highlighted above). Step 11: To add other material groups to your personal list.
Step 2. Click Help > Application Help. click the button to close the help screen. At the SAP Easy Access screen. Step 3. After viewing the screen help (highlighted below). SAP Navigation Page 31 of 34 . type the desired transaction code (ex: ME51N) in the and click the button.SCREEN HELP To access screen help for a particular screen: Step 1.
SAP Navigation Page 32 of 34 . Click the next to “SAP Library”.SYSTEM HELP System help allows you to view documentation for every module within the SAP system. To access system help: Step 1. Step 2. On the Menu Bar click: Help > SAP Library.
The “Getting Started” section (highlighted above) is helpful for new users.The “Index” and “Search” tabs (highlighted above) can be used to search for a particular topic. click the button to close the help screen.com (do not enter www for this web address). Continue clicking the to open topics of interest. SAP Navigation Page 33 of 34 . Step 4.sap. double-click on it (ex: “SAP Easy Access Settings” .The SAP Help Library is also available at the website: help. After locating a topic. NOTES: . .Step 3. .highlighted below) to read the documentation. When finished.
Type “local” in lower case letters in the Output Device field. SAP Navigation Page 34 of 34 . Step 4. check the following settings: Step 1. Click the button. On the Menu Bar click: System > User Profile > Own Data (Highlighted below). Click the tab.SAP PRINTER SETUP If you are unable to print SAP documents. Step 2. Step 3.
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