1

SAP
Navigation
Learning Objectives 2
After completing this workshop, you will be
familiar with some of the basic tools and
terminology for navigating through the SAP
system and will be able to perform basic functions
including:

 Drilling down menu paths

 Entering transaction codes
 Creating a new session
 Creating a shortcut on the desktop
 Creating favorites
Topics 3

 Basic Navigation Tools & Nomenclature

 Basic Features
Basic Navigation Tools & 4
Nomenclature
This section presents some of the
common tools that are used to
navigate through the SAP system,
along with various screen shots and
explanations of their functionality.
Some of the tools/functions will be
further explained in latter sections of
this course.
 Logging on to SAP 5
The first step to logging on to SAP
is to double click on the SAP
Logon icon on your desktop and
then select the SAP system you
will be working in as follows:
1. Piramal Production (FSP)– This is
the SAP production system (no
testing or configuration
permitted).

2. Piramal Quality (FSQ) – Quality

Test System – This is where the
end users perform final quality
testing and the training client.
Logging on to SAP 6

 Before you log on to the HANA System, you need to know your client number, user
name, and password.
 If the Client field already contains a client number, you can either accept this entry or
overwrite it.
 Press the TAB key to place the cursor at the beginning of the User field.
 Enter your user name in the User field and press the TAB key to move the cursor to the
Password field. As you type in the password, the asterisks (*) remain in the field and
only the cursor moves. As a security measure, the system does not display what you
type.
 Click the your “Enter key” to access the system.
 Client - The client is an independent technical unit. A user master record must be
created for the user for each client in which he or she wants to work.
 Access authorizations are created separately for each client.
The SAP Window 7
The SAP window is the user interface to the SAP System.
The elements of a typical SAP window are shown below:
Menu Bar / Toolbar 8
The Menu Bar contains menu paths available for navigation from
the current screen. The menu options vary according to screen
or task. On the following screen, the available options include:

Menu Edit Favorites Extras System Help

Standard Toolbar 9
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
Command field (see white rectangular box in red circle below)
where transaction codes can be entered.

If you are in a particular transaction and want to proceed to the next transaction
without going back to the main menu, you can enter “/n” followed 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 above
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 on the next page. In addition, these buttons/icons are explained in
further detail later in this workshop.
Standard Toolbar
(Buttons / Functions)
10
Standard Toolbar
(Buttons / Functions cont.)
11
Radio Buttons 12
To enter information in the SAP System, you must sometimes select among several options. 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:

Click the “None”

radio button.

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  and  keys to move to the desired option, and press
the spacebar.
Check Boxes 13
When you can select multiple items, options are identified by check boxes:

Click the “Parked items”

check box.

Click the “Open items” check box.

Choosing Options with Check Boxes

To select one or more options, click the checkbox next to each desired option. The
selected checkboxes now contain a checkmark.
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 group of 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 to the option,
and press the spacebar. The checkmark disappears.
Dialog Boxes 14
The SAP System displays dialog boxes when it:
 Requires more information before it can proceed
 Is providing information, such as messages or specific information about
your current task
Before you can continue, you must choose an action from a dialog box. To
choose an action, choose one of the buttons at the bottom of 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
cause you to lose data, the SAP System usually displays a dialog box in which you
are asked to confirm or cancel your action.
Required Input Fields 15
When you work in the SAP System, you will sometimes encounter
input fields containing a checkmark icon. These are required
input fields. 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
When you choose OK to 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.
Tabs 16
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. To access 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
Tabs (cont.) 17
Features

 In the case of longer tab strips, not all of the tabs

appear on the screen. The left and right arrows at
the top of the tab strip allow you to scroll to all the
tabs.

 If you choose the button at the right of the tab

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

 Tabs are arranged in order of importance or in the

process order of the transaction.

 Tab headers can contain text, icons, or both.

Tabs (cont.) 18
To get an idea of how these features work:
1. Click the “Additional account assignments” tab to display
its options
2. Click the left/right arrow to display additional tabs
3. Click the List button to display a list of all tabs available
4. From the list, click “Special absences” to display that tab
Basic Features 19

This section presents a review of some of the more

common features that can be utilized to navigate
through SAP.
Features / Procedures 20
After logging on, the SAP Easy Access screen will be
displayed:
How to Drill Down 21
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 hiring a new employee or entering time, 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 screen Accounting has been highlighted because
that is the area where drill-down is required in order to reach the Park Vendor
Invoice screen.
How to Drill Down (cont.) 22
Click the arrow next to Accounting
Note that additional related transactions and folders have been displayed
How to Drill Down (cont.) 23
Shown below is the display after drilling down three levels (by clicking on the right
pointing arrow three times), when starting from Accounting ->Financial
Accounting -> Accounts Payable -> Document Entry -> Document Parking :

Each transaction can have multiple levels. The lowest level is indicated by the cube
symbol, shown here: In this case it is FV60 - Park or Edit Invoice.
 How to Drill Down (cont.) 24
Clicking on FV60 will take you to the following “Park Vendor Invoice" window:

This is the window where you will actually perform the entries required for the transaction.
How to Enter a Transaction Code 25
A transaction code is a faster way that can be used to reach a transaction
screen without using 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 Field has been circled in red. This is
the place where you can enter the transaction code:
How to Enter a Transaction Code 26
1. Click in the Command Field and the CAT2 transaction code will be entered for
you.
2. Click the green checkmark

FV60
 How to Enter a Transaction Code 27
(cont.)
This will lead you to the Park Vendor Invoice: Initial Screen, which
corresponds to the FV60 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 “/n” followed by the
subsequent transaction code in the command field, then click
Standard Toolbar / Navigation 28
The navigation options in the SAP S4HANA System are intended
to give the user as much freedom 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
Toolbar
Standard Toolbar Buttons / Icons 29
Green Checkmark

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

Green Arrow

This icon is used as the BACK key. It is typically used to go back to the
previous screen or menu level.
Standard Toolbar Buttons / Icons 30
Yellow Arrow

This icon is used as the EXIT key. It is used when you want to exit the
current menu level or system task without saving the data.

Red X

This icon is used as the CANCEL key. It is used when you want to cancel
the data you entered in the current system task.
Standard Toolbar Buttons / Icons 31
Save

This icon is used as the SAVE key. It is used to save data or save
changes to data in a system task.

Print

This icon is used as the PRINT key.

Standard Toolbar Buttons / Icons 32
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
Creating a New Session 33
You can work with multiple sessions of SAP. A session is equivalent to a window. What this
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 the vendor, 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)
Creating A Desktop Shortcut 34
You can create a shortcut on your desktop in order to be able to
access a transaction directly from your desktop.

 While in a particular transaction, click on the Generate a

Shortcut icon highlighted on the following screen:
Creating A Desktop Shortcut (cont.)
35
The following pop-up window will appear:
Creating A Desktop Shortcut (cont.)
36
 Verify the default data in the pop-up window.
 Click OK.

Clicking on the OK button will place the shortcut on the desktop as

shown below:
Creating A Favorite 37
A favorite is just like a bookmark in a Browser, which enables you
to reach a transaction without 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 transaction code.

To add a favorite:
1. Drill down to the transaction code that you want to add
to your favorites
2. Click on Favorites on the menu bar
3. Click on Add
Creating A Favorite (cont.) 38
On the following screen, PA20 - Display has been highlighted. This is the
transaction code that we are adding to the list of favorites.

*** Click Add ***

*** Click Favorites ***

Creating A Favorite (cont.) 39

This will add the FV60 transaction code to the list of favorites, as
shown below:
 Status Bar
The Status Bar is located at the bottom of the SAP screen. It displays important 40
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.
Determining The Current Transaction 41
Code (Method 1)
As indicated on the previous slide, 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 be displayed
in this area.
Determining The Current Transaction 42
Code (Method 1, cont.)
A pop-up window, as shown below, will be displayed. The check mark,
in the left column, 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.
Creating A Personal Menu 43
SAP allows you to create your own “personalized” menu (i.e.,
user menu). The new SAP Easy Access user 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:
Creating A Personal Menu (cont.)44
The user menu contains only those items – such as transactions, reports, and Web
addresses – you need to perform your daily tasks.
Creating A Personal Menu (cont.)45
If a user menu has been defined by SAP Team, 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 choosing Menu 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 us @ sapsupport.hyd@piramalswasthya.org.

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 46
Roles are collections of activities used in business scenarios. Users
access the transactions, reports 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 is always 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 only those activities.

The SAP Team can tailor the user menu to the personal
requirements of each user, by adding or deleting menu entries.
 User Profile
47
 Access through transaction “SU3” or
System/User Profile/Own data
 The purpose of the User Profile
settings:
• User defaults change the default
printer and date display.
• User address allows you to maintain
your address, telephone number, and
other information.
• You can choose settings that will
make your work easier. For example,
you can change the default setting to
specify the printer closest to your
desk.
• You can choose your preferred date
and number formats.
• User parameters allow you to enter
default information for frequently
used fields. For example, parameters
MOL and UGR should always be set
for “10” (USA) for PASSHE employees.
How To Log Off
48
 To log off you will click on System
This will display the following menu:

 You will then click on Logoff. This will log you off the system.
 How To Log Off (cont.)
49
 You can also logoff by clicking the button in the upper right
corner of the screen.
Summary 50

The following features were covered in this

workshop:

 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 logoff
 51

Thank You