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SAP Basic Navigation

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Understand terms and concepts in SAP
Access the SAP system
Understand and use the Easy Access screen and other
screen components
Learn how to navigate within SAP
Learn how to work with different sessions of SAP
Learn how to set up your work area to make your job
Learn how to print and download reports
Access Help functions
Access TITAN training materials
Understand how to run training tutorials

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SAP Basic

Lesson1:1: SAP
2: Log
3: Screen
4: Navigating
5: Working
6: Customizing
7: Printing
8: Finding
9: Accessing

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Lesson 1: SAP Overview

SAP stands for Systems,
Applications, and Products
in Data Processing
The SAP system is a fullyintegrated system where
activities in one area
generate activities in
another area
The system provides online,
real-time information and
one place for input of data

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Modules in SAP

SAP is made up of various functional modules

Each module covers a different business


Tarrant County is using the following




Financial Accounting


Human Resources/Payroll


Materials Management


Grants Management


Funds Management

TC is also using the ESS (Employee Self

Service) web-portal for employees to
enter time data and maintain personal
data. This data is then updated
automatically in the SAP system.

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SAP contains two types of information
Master Data

A collection of information about an object or person

It is referenced whenever that object or person is used in an
entry field
This data does not normally change
Examples are address and payment information for a supplier or

Transactional Data

Information associated with a specific business activity

Users enter this information in SAP
Changes from day to day
Examples are:

Personal time entries

Invoice information
Purchase requisition information

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Standard SAP terms:

Application computer program

Client unit in SAP system where data is input, changed, and managed

Data pieces of information; numbers or text

ERP Enterprise Resource Planning; designed to integrate and run all aspects of
an organization

Information data that has been collected

Integrated transactions that are completed in one module or process trigger

transactions in other modules

Menu Path sequence of menu selections that should be followed to get to a

function or screen

Module portion of SAP system that carries out a specific business function

Real-time describes how data that has been entered into the system is
available immediately after the transaction has been saved. Everyone has access
to the same data.

Session instance of SAP; allows multi-tasking within system

Transaction screen or series of screens to create, display, or change data

Transaction code (t-code) unique identifier for each transaction that allows you
to get to a transaction without going through the menu

User role assigned to each employee; set of activities used by the employee

Variants a saved set of personal selection criteria which can be used for lists
and reports

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Tarrant County terms:

GASB Governmental Accounting Standards Board

Go-Live date when SAP module is scheduled to run live in

production system
Phase I 10/01/03
Phase II 07/06/04
Phase III 04/01/05

Legacy System existing County system that either interfaces

with SAP or provides data for start up of SAP

Production System live SAP system used for normal operations

SME subject matter expert; County employee who has

experience or expertise in a specific functional area

TITAN Titan Integrated Task Access Network; County

implementation of SAP system

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Lesson 2: Log on/off SAP

To log on, click SAP Logon Icon on your


Select the SAP client to access

PRD = Production
TRN = Training (Sandbox)

Double click on selected client or click

Logon button

Ensure the Client Id field is correct or

change if needed
Production = 400
Training Sandbox = 520

Enter user Id and password

S aplogon.lnk

User Id and initial password assigned

by TC IT Dept.
Tab from User Id to Password field
Just type your password in the field to
overwrite the symbols that are there
This is the same user Id and password
that you currently use in either ESS or

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Password Management
The first time you log on the SAP system,
you will be prompted to change password
Put your cursor at the beginning of each
field and enter the same new password in
both fields, overwriting the symbols in the
fields. Click

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TC Password Rules
The same password is used for SAP and ESS in
8 characters; 1 must be numeric
Cannot be same as user Id
Cannot be same as prior 5 passwords
Required by TC policies to change every 45 days
Keep a record of your password
Dont share your User Id or Password

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Log off
To log off, click on Exit
icon on standard toolbar
A pop-up window will be
displayed asking whether
you really want to log off
continue log off process

Click X in upper right

corner of SAP logon pad
on desktop

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Lesson 3: Screen Features

Easy Access Screen


SAP Pulldown Menu



Menu Path

This is the
standard screen
displayed when
you log on to


Status Bar

Divider can be
adjusted from
left to right by
putting your
cursor on the
line and

Session and

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Standard Toolbar Icons Functionality

- Confirm information entered

- Enter transaction codes

- Save entered information

- Scroll up to first page

- Scroll up to previous page

- Scroll down to next page

- Move to previous screen

- Scroll down to last page
- Exit current area or SAP
- Open a new session
- Cancel or stop current transaction
- Print

- Create a desktop shortcut to SAP report,

transaction, or task

- Find an entry in a screen or table

- Provide SAP help

- Find next instance of same data

- Customize local layout

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Common Application Icons & Functionality

- Add a transaction to the Favorites
- Execute an application, program,
or report
- Create new entries or records
- Change an existing entry or record

- View previous record in a


- Get pick list of possible values

for selected field
- Copy an existing entry or record
- Delete an existing entry or record

- Display/view an existing entry

or record

- Indicates a field is a required field

- View header information

- View line item information

Application Icons change as the screen changes

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Screen Components

Radio Buttons click in circle to

select option

Check boxes click in box to

select option

Buttons click on button to

select option

Entry fields type data

directly in field

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Screen Components

Pick list possible entries for a

field. If a pick list is available,
you will see the matchcode
symbol. Access the pick list by
clicking on matchcode symbol in a

Pop-up window - windows that

appear for data entry or

Tabs appear on some

transactions for selection of
various screens

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Screen Components


The status bar is at the bottom of every screen in SAP

Left Half displays system messages. Three types of messages are

Information messages displayed in green. (Read and then click the
button within the message to clear)


Warning messages displayed in yellow. (Read and then click the

button within the message to clear)


Error messages displayed in red. (Correct the error or click the

to cancel)



Note: The process to display system messages in pop-up windows in addition

in the Status Bar is discussed in Lesson 5 Activating Pop-up Windows

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Screen Components


The status bar is at the bottom of every screen in SAP

Right half displays system and logon information

DV1 SAP client

(2) - number of the session currently in play
USSAND - application server
INS mode for data entry
INS = insert
OVR = overwrite
See Lesson 4 for more information on data entry modes

Click on the
on the system

button to view additional information

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Lesson 4: Navigating In SAP

Transaction Codes

Transaction codes are the unique identifiers for the screens in SAP.
They are entered directly in the Command Field on any screen. Click
the Enter icon or press Enter on your keyboard after entering the
transaction code. The transaction code and the name of the
transaction are displayed in the SAP menu. See Lesson 6 on
Customizing Your Work Area to learn how to set up the transaction
codes in the
Easy Access Screen
Enter transaction code

From other screens

Enter /nxxxx (where xxxx = transaction code) to
go to another transaction within same session
Enter /oxxxx (where xxxx = transaction code) to
go to another transaction in a new session

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Menu Paths


Follow the Menu Path by

clicking once on the arrows or
[+] next to the folders and
expanding the view until the
desired transaction is

Folders &

When the transaction is

displayed, double-click on the
transaction to go directly to
its initial screen.

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Rather than searching through the Menu Path for your most frequently
used transactions, you can set up your own Favorites

You can click on these

Favorite transactions when
you open the menu path on
the Easy Access Screen.

See Lesson 6 Customizing

Your Work Area to learn
how to set up these

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Entering Data
Data is information entered into a field in SAP.
Data can be entered as either an insert or an overwrite in data entry
fields. It is important to know which mode of entry you are in before you
attempt to enter data:
When in Insert Mode, new data is added to the data already in a field. To
replace the data, highlight it and press the Delete key on your keyboard
When in Overwrite Mode, new data replaces the data currently in the field (an
example is entering your password on the logon screen)

You can determine which mode you are in by looking at the status bar at
the bottom of the screen.
INS = Insert
OVR = Overwrite

Click here to move between the two modes

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Ending a Transaction
When finished with a transaction if updates
have been made, click
to save

To exit from a transaction, click

you return to the SAP Easy Access screen

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Creating Desktop Shortcuts

SAP allows you to create a shortcut on your desktop that will
take you directly to your commonly used transactions

Right-click on the
transaction line item in the

Select the action Create

shortcut on the desktop

Message displayed in the

system bar at the bottom
of your SAP screen or in a
pop-up window

Note: the shortcut appears on your computer desktop as an

icon displaying the name of the transaction. You must be logged
on to SAP for the shortcut to work.

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Screen Messages
Messages appear in a pop-up window or in the Status Bar
Message symbols:
Indicates an Error message
Correct the error or click the
button to leave the
Error must be corrected to leave the transaction
Indicates a Warning message
Read and click the
button or
to clear
Indicates an Information message
Read and click the
button or
to clear
Traffic light icons are also used to display document status
Entry is accepted and approved
Entry is ready for approval
Entry is rejected

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Lesson 5: Working with Sessions

Multiple sessions allow you to look up information in one transaction while

entering information in another transaction
Saves time and reduces the need to move from screen to screen within
the same session

It is recommended to have at least 2 sessions open at any time but not more
than 3-4. Maximum allowed is 6.

To create a new session, click on the Create Session


on the standard toolbar

If you need to retrieve data or view another transaction while working in a

different transaction, you can open another session and immediately access
the transaction desired
Enter /o in the Command Field followed by the transaction code for the
transaction you want to access in another session

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Moving Between Sessions

To move between sessions:
With your Windows taskbar displayed at the bottom
of the screen, click on the button for the
appropriate session

The session number is displayed in the status bar at the

bottom of your screen

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Moving Between Sessions


The session number is displayed in the status

bar at the bottom of your screen

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Lesson 6: Customizing Your Work Area

SAP allows you to personalize various settings to make your work go

faster and enable you to navigate through the system easier. The
next few pages will take you step by step through setting up these
Displaying transaction codes in the menu
Creating favorites
Creating variants
Using your personal role-based menu
Defaulting standard data in certain fields
Activating pop-up windows for information and system messages
Setting start transaction
Setting your default printer

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Displaying Transaction Codes in Menu

The standard SAP menu displays only the names of transactions.

Setting up the menu to also display the transaction code allows you
to relate the code with the name and use the code to quickly
navigate through the system. To set this up:
Go to the SAP menu at the top of the screen
and select Extras>Settings

A pop-up window will be displayed

Click on the Display Technical Names checkbox
to activate this setting

The transactions in the menu on the Easy

Access screen will display both the transaction
code and the transaction name

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Identifying Your Transaction

To find the transaction code for a screen you are in,

select the
in the status bar at the bottom of the
screen you are on.

A pop-up window will display

Look at the Transaction item to
see the transaction code

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Creating Favorites
Rather than searching through the Menu Path for your most frequently
used transactions, you can set up your own Favorites. You can then just
double-click on the transaction in the Favorites folder on the menu and you will
go directly to that transaction.

From the Menu Path, locate the

transaction you want to add to
your Favorites folder and click
once to highlight it

Click on the Add to Favorites

to copy that
transaction to your Favorites

Highlight the transaction and

drag and drop it directly to the
Favorites folder

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Creating Favorites


You can also create a favorite item using the Windows Menu

Select Favorites>Insert
Transaction from the SAP
menu at the top of the screen

A pop-up window will appear

Enter the transaction code in
the field and click the Confirm

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Creating Favorites


You can set up new folders

within the Favorites folder to
sort your transaction to make
your daily tasks easier
Right click on Favorites folder and
select Insert Folder
Enter new folder name in pop-up
Click Confirm
New folder is displayed. Move
transactions to this folder as needed
using the process described on the
previous two pages
You can re-order transactions within
the Favorites folders by dragging and
dropping them

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Creating Variants
Variants are short-cuts to save time from entering or selecting the same
information each time you execute certain transactions or reports
Using variants will lead to more consistent, accurate, and timely information from
the SAP system
The same process is used to set up a variant for each transaction code. Based on
the transaction code, the field options or selection indicators may change slightly
For certain reports or transactions, pre-defined variants may have been set up for
use at Tarrant County. See the Quick Reference Card for that report or
transaction to get the name of those Master variants
A master variant can be used as is or as a template to create your own personal
variant. You should first check to see if a master variant can be used before you
create a personal variant from scratch

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Creating Variants


To retrieve a master variant when in a transaction

Click on the
Get Variant button from the selection screen
Your User Id will be defaulted in the Created By field
Delete your User Id from this field and click the
Execute button to see a list of
all available variants
If a master variant is available, you can modify the selection criteria to meet your
Click the
button to save and change the name of the variant to whatever you want
to name it. Click the
button again.
To create a variant from scratch:
Go to the desired report or program
Enter the desired selection criteria on the report selection screen
Click on the
button to save the criteria
Type in your variant name and description
Click on the
button again to save your variant
The next time you go to this same report or transaction, click
previously-saved variant

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to retrieve your


Using the Role-Based Menu

There are two menu paths available in SAP.
One is the standard SAP menu which displays all folders and
transactions in SAP. You will see all SAP transactions; but
depending on the role you have been assigned, you will have access
to only specific transactions within this menu.
The other menu path is a role-based menu customized specifically
for your role and containing only those transactions to which you
have access.

To access this menu, select the User Menu button

at the left
of the toolbar located just below the SAP Easy Access title

User Menu

SAP Menu

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Defaulting Data in Certain Fields

Setting Parameter Id defaults will automatically populate certain fields
with standard data, such as company code, currency, controlling area,
purchasing area, etc. This will save you from having to enter these values
every time that field appears within the system. This is a one-time
setup. To set up these default parameters:
From the SAP menu at the top of
the screen, select
System>User Profile>Own Data
from the pop-up window.

The Maintain User Profile screen will appear

Select the Parameters tab

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Defaulting Data in Certain Fields


Enter the following data in the Parameter Id

and Parameter Value columns. The Short

Description column will populate automatically.

Note: Any existing parameters should be retained.

If the following values are not in this list, they
should be added:

Parameter Id
Click the Save button

Parameter Value

Note: EKO, EVO, and VERSION are the

letter O; all other values are the number
zero 0.

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Activating Pop-up Windows

You should set up the option to activate pop-up windows to allow you
to see system messages and information messages when they are
required. System messages will also be displayed on the left-hand
side of the status bar at the bottom of the SAP screen.
Click the Customizing Local Layout

from the Easy Access Screen
Select Options from the pop-up window

Click on the following indicators under

Messages so that a check mark appears in
the checkbox:
Dialog box at success message
Dialog box at warning message
Dialog box at error message
Click the OK button to close the Options
pop-up window

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Setting Your Start Transaction

You can set a frequently-used transaction as the start-up transaction
when you log onto SAP. This transaction will replace the standard Easy
Access Screen that typically appears. Setting your start transaction
will save you time if you typically use only one transaction or use one
transaction more frequently than others.
From the SAP menu at the top of
the screen, select
Extras>Set start transaction
from the pop-up window

Enter the transaction code that you

want to be your Start Transaction in
the pop-up window
Click the Confirm button

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Setting your Default Printer

You should set the printer you use every day to be your default printer
in SAP so that all items you print will automatically go to that printer
From the SAP menu at the top
of the screen, select
System>User Profile>Own Data

Select the Defaults tab

In the Output device field, type
local (lower case)
Click the

Note: You do not have to enter the name

of the printer; just the word local. If you want
your information to print to a different printer,
you must enter the printer name.

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Lesson 7: Printing Screens & Downloading

Print a hard copy of a screen

This prints a hardcopy of only the information you can see on a

Click on the
button at the right side of the standard
Select Hardcopy
The screen will print to your default printer

Capture a screen shot

This will capture a copy of a screen in a Word document and
provide a soft copy that can be printed from the Word
document, stored as a soft copy, or sent to someone via email
Display the screen you want to capture
Click and hold the ALT button and click the Print
Screen/SysRq button on your keyboard
Open Microsoft Word application
Click and hold the CTRL button and click the V key on your
The screen shot will be pasted to the Word document

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Printing Screens & Downloading Reports


Accessing & Running Reports

Enter transaction code in Command Field
Enter selection criteria as required for the specific report or
select a variant using the
Get Variant button if
Click Execute button
to run the report

Printing Reports
After the report has been run and while in that transaction
code, click the Print button
The report will print to your local printer if you have set it as
a default. See Lesson 6-Setting Your Default Printer.

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Printing Screens & Downloading Reports


Downloading Reports
To create a soft copy of a report, you
can download the data to a PC
Do this after the report has been run
and while in that transaction code
List>Export>Spreadsheet from the
SAP menu at the top of the screen
Select the Table radio button
Select the Microsoft Excel radio

Note: If the file is very large, you may have to

download to Local file first and then export
to Excel.

The data is exported to an Excel

Save the Excel spreadsheet and
name it appropriately
The spreadsheet can then be
formatted as desired to use the data

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Lesson 8: Finding Help

There are three types of help in the SAP system

Field Help provides help or documentation on a particular
Documentation explanation of the purpose for a particular field
and the information entered in that field
Possible Entries a list of the valid values or the picklist for a
particular field

Screen Help provides help or documentation on a particular

screen or application
System Help provides global help for the entire SAP

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Field Help

With cursor in the field in
question, click the Help button
from the standard toolbar
SAP documentation on the field is

Possible Entries
With cursor in the field in
question, click the Possible Entries
at the right side of
the field
A picklist of possible entries is

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Screen or Application Help

To access screen help for a

particular screen, select
Help from the SAP menu at
the top of the screen while
in that screen
Select Application Help from
the pop-up window displayed
An example of the help
documentation that will be

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System Help

To access SAP global system help,

Select Help from the SAP menu at
the top of the screen
Select Glossary from the pop-up
window displayed
An example of the documentation that
will be displayed
You can select any item from the lefthand side of the pop-up window and
information on that item will be
displayed on the right-hand side

Another SAP help source is accessed through your
Internet Explorer

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Additional Help

Review the on-line help in SAP

Review your training materials

and notes.

Ask your peers or super user for


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Tarrant County Help

Problems with running tutorials?
Training Mailbox

After utilizing the various methods of help on the

previous page, if you still have questions or

If you have problems at any time with accessing

SAP, printing, computer or network problems, etc.
Contact the Tarrant County IT Help Desk at

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Lesson 9: Accessing Training Materials

All TITAN training materials for Phase II are stored on the Tarrant County

This website is accessed through your Internet Explorer from any computer
that has internet access; you do not have to be on the Tarrant County
network. The URL for direct link to the Training Materials website is:

Set up this website as a favorite in your web browser for quick future access
Enter the URL above in the address
field in your browser
When you reach the website, go to
Favorites>Add to Favorites in the
Browser menu
A pop-up window will be displayed with
a default name for the site. Click OK.
To access this site in the future, just
click on the Favorites item in the browser
menu and highlight the name for the
website. You will go directly to the

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Accessing Training Materials


Review the instruction page to understand how to use the website

Click on the Courseware link at the top of the Instruction page

A Listing of Courses will be displayed

Click on the Course Title to see a general description of the content of

the course

Click on one of the buttons beside the Course Title to go directly to

either the Overview, Quick Reference Cards, or Tutorials

These training materials will be available for your use and reference at
any time

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Running Tutorials

An additional learning tool is being provided with the Phase II SAP

implementation -- Tutorials

Tutorials are simulations of the SAP system that take you through a
transaction step-by-step in a mock SAP environment.

These can be viewed in two ways:

As a movie that takes you through the transaction in a demonstration, or
As an interactive, hands-on practice session that stops on each screen and directs
you to make entries in fields or take actions per instructions provided by the
wizard and in the bubbles

Tutorials are provided with each course in the Finance and Purchasing training

A list of the tutorials is provided at the end of each course.

Go to the Training Materials website to access and run these tutorials.

Detailed instructions are provided on the website when you click on the
Tutorials button

Happy Tutoring!!
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Training Sandbox
An SAP environment (Training Sandbox) where you can practice your skills in a real

instance of SAP will be available after June 18

The sandbox can be accessed through the standard logon process discussed in Lesson 2

of the SAP Basic Navigation course

The only differences are:

Highlight the Training environment on

the Logon pad

Click logon
Enter 520 in the Client field
Enter the same User Id and Password

you are assigned for Production

Feel free to practice any of the tasks in the basic navigation course and any of the
transactions included in other courses you take. Use the Quick Reference Cards to walk
you through the transactions.

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Course Summary

You have now completed the SAP Basic Navigation course and are ready to use
the SAP system

You have reviewed the following items:

Understand terms and concepts in SAP
Access the SAP system
Understand and use the Easy Access screen
and other screen components
Navigating in SAP
Working with sessions
Set up your work area
Print and download reports
Access Help functions
Access TITAN training materials
Understand how to run training tutorials

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SAP Basic Navigation

CONGRATULATIONS! You have completed the course review.
Now you are ready to view the SAP Tutorials.
Tutorials for this course include:
Logging in and out of SAP

Navigating in SAP
Working with sessions
Customizing your work area
Printing and downloading reports

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