SAP Navigation

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 Learning Objectives
After completing this course, 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
 Using help
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 Topics
 Basic Navigation Tools & Nomenclature
 Basic Features

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 Basic Navigation Tools &
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.

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 Logging on to SAP
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. Core – PRD (SSHE-PRD)– This is the
SAP production system (no testing or
configuration permitted).
2. Core – TRN – Training - This is the
training client.
3. Core – SF1 – Sandbox - Sandbox client
for initial testing of new
concepts/functionality)
4. Core – DF1 – Development - This is
where SyTEC only performs system
configuration and unit testing.
5. Core – QF1 – Quality Test System – This
is where the OOC, SyTEC and other end
users perform final quality testing.
6. Core – PFX – Production Fix – This is a
copy of Production every week used to
troubleshoot issues.
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 Logging on to SAP

 Before you log on to the R/3 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. For example, in DF1, Client 100 is for configuration only, while unit testing
is performed in client 150.
 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 “Enter” icon at the top of the screen (or 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.
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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 / Toolbar
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

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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 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 course.

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 Standard Toolbar
(Buttons / Functions)

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 Standard Toolbar
(Buttons / Functions cont.)

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 Radio Buttons
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.
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 Check Boxes
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.

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 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 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.

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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 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
For example; freight can be delivered by a specific day or week. Neither the Day field
nor the Week field are identified as required input fields; however, you must complete
one of the fields (not both).
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.

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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. 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

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 Tabs (cont.)
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.

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 Tabs (cont.)
To get an idea of how these features work:
1. Click the “Additional account assignments” tab to display its options
2. Click the 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

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 Basic Features
This section presents a review of some of
the more common features that can be
utilized to navigate through SAP.

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 Features / Procedures
After logging on, the SAP Easy Access screen 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 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 Human Resources has been highlighted because that is the area where
drill-down is required in order to reach the time entry screen.

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 How to Drill Down (cont.)
Click the arrow next to Human Resources
Note that additional related transactions and folders have been displayed

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 How to Drill Down (cont.)
Shown below is the display after drilling down three levels (by clicking on the right
pointing arrow three times), when starting from Human Resources:

Each transaction can have multiple levels. The lowest level is indicated by the cube
symbol, shown here: In this case it is CAT2 – Record Working Times.
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 How to Drill Down (cont.)
Clicking on CAT2 will take you to the following "Time Sheet – Initial Screen" window:

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

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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 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:

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 How to Enter a Transaction Code
1. Click in the Command Field and the CAT2 transaction code will be entered for you.
2. Click the green checkmark

CAT2

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 How to Enter a Transaction Code
(cont.)
This will lead you to the Time Sheet: Initial Screen, which corresponds to the CAT2
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

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 Standard Toolbar / Navigation
The navigation options in the SAP R/3 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

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 Standard Toolbar Buttons / Icons
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.
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 Standard Toolbar Buttons / Icons
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.

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 Standard Toolbar Buttons / Icons
Save

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

Delete

This icon is used as the DELETE key.

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 Standard Toolbar Buttons / Icons
Print

This icon is used as the PRINT key.

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 Standard Toolbar Buttons / Icons
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. 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)
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 Creating A Desktop Shortcut
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:

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 Creating A Desktop Shortcut (cont.)
The following pop-up window will appear:

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 Creating A Desktop Shortcut (cont.)
 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:

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 Creating A Favorite
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

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 Creating A Favorite (cont.)
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 ***

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 Creating A Favorite (cont.)
This will add the PA20 transaction code to the list of favorites, as shown below:

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 Status Bar
The Status Bar is 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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 Determining The Current Transaction
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.

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 Determining The Current Transaction
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.

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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 currently
working on, as well as some other details, navigate as shown on the following screen:

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 Determining The Current Transaction
Code (Method 2, cont.)
This will lead you to the following window:

Clicking on the green checkmark (next to Navigate), will return you to the previous
transaction.

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 Creating A Personal Menu
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:

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 Creating A Personal Menu (cont.)
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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 Creating A Personal Menu (cont.)
The user menu contains only those items – such as transactions, reports, and Web
addresses – you need to perform your daily tasks.

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 Creating A Personal Menu (cont.)
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 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 your system administrator.

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

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 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 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.

In the mySAP.com Workplace, the user uses a Web browser to view and execute the
required 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 the
appropriate data to enter in a field. There are a few ways that this can be accomplished.

In the example below, a Personnel Number is required. If you do not know the number, a
search 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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 Field Entry Searches (cont.)
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 list displays a listing of all available tabs and
allows you to choose which to bring to the front.

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 Field Entry Searches (cont.)
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. In the example below, only employees with the last name
Smith 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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 Field Entry Searches (cont.)
Sample search results are shown below. When the desired item is located (Andrew), 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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 Field Entry Searches (cont.)
The result of either of the two methods 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 character to
help expand the search. In the example below, the last name search is being limited. Instead
of entering a complete last name, only the first two letters were entered followed by the * wild
card.

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 Using A “Wild Card” (cont.)
This will return all employees whose last name starts with the characters “kh” as shown below:

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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 User Profile
 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.
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 How To Get Help
To get help, navigate as shown on the following screen:

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 How To Get Help on Screen fields
For help on a field, place the cursor on the field and choose [F1] or the help icon, which is
a question mark.

 You can access glossary definitions for terms highlighted in the help text.
 To do this, click on the term with the mouse or position the cursor on the term and choose
Reference.
 To access further information on possible entries or field definitions from the Help window,
choose Possible entries or Technical info.
 To access a list of possible entries or matchcodes to help you search for the data you
require, place the cursor on the entry field and choose [F4] or the down arrow to the right
of the entry field.
 To transfer a value from the list of possible entries to the entry field, place the cursor on
the value you require and choose [F2], or double-click on it.
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 How To Log Off
 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.

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 How To Log Off (cont.)
 You can also logoff by clicking the 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

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