SAP Account Administration

1. Account Administration

2. Account Administration Learning Objectives

3. Process for Creating New R/3 Users

4. Creating a New User One of your responsibilities will be to create new users who have been trained in SAP. You will receive an instructor led training roster from the Software Applications Training department with the new user names and signatures. This will initiate the account creation process. When adding users to the system, if possible, copy from a sample user which has already been set up. The template you use will copy over all of the default settings, including date format, default printer, etc. You will still have to assign the appropriate roles as per the training roster as well as the Department and Company. To create an account: Log on to client 400 where you will create the new user Enter transaction SU01 (Menu path: Tools ? Administration ? User Maintenance ? SU01 Users) Assign a User ID in the User field which matches the employee�s NT User ID, or choose the sample user you want to copy ** BE VERY CERTAIN OF THE SPELLING BEFORE CREATING THE ACCOUNT ** An SAP account can never be used by anyone else other than the person you have created it for. If the User ID is incorrectly spelt, that account is no longer usable by any future user. One of your responsibilities will be to create new users who have been trained in SAP. You will receive an instructor led training roster from the Software Applications Training department with the new user names and signatures. This will initiate the account creation process. When adding users to the system, if possible, copy from a sample user which has already been set up. The template you use will copy over all of the default settings, including date format, default printer, etc. You will still have to assign the appropriate roles as per the training roster as well as the Department and Company. To create an account: Log on to client 400 where you will create the new user Enter transaction SU01 (Menu path: Tools ? Administration ? User Maintenance ? SU01 Users) Assign a User ID in the User field which matches the employee�s NT User ID, or choose the sample user you want to copy ** BE VERY CERTAIN OF THE SPELLING BEFORE CREATING THE ACCOUNT ** An SAP account can never be used by anyone else other than the person you have created it for. If the User ID is incorrectly spelt, that account is no longer usable by any future user.

5. Copying A Profile (1) If Copying, follow these steps: From the User Maintenance initial screen, Copy the user by entering the User ID in the Users field, then choose User names > Copy or select the copy button. If Copying, follow these steps: From the User Maintenance initial screen, Copy the user by entering the User ID in the Users field, then choose User names > Copy or select the copy button.

6. Copying A profile (2) Enter the new user name in the dialog box (in the To field) and then press Copy. You can choose what data you want copied over. Accept the default settings of copying everything but the address information. Click the copy button again NOTE: Once the account is created, you must send e-mail notification to the user with their new User ID and password. A separate e-mail notification should be sent out to the instructor and the SAT Coordinator. Enter the new user name in the dialog box (in the To field) and then press Copy. You can choose what data you want copied over. Accept the default settings of copying everything but the address information. Click the copy button again NOTE: Once the account is created, you must send e-mail notification to the user with their new User ID and password. A separate e-mail notification should be sent out to the instructor and the SAT Coordinator.

7. Address Tab The Address tab is where you enter the employee's personal data, such as; Last name First name Department Company (Make sure that this is correct) The Address tab is where you enter the employee's personal data, such as; Last name First name Department Company (Make sure that this is correct)

8. Logon Data - Setting An Initial Password When you create a user, you are required to enter a password for the user. Set the initial password to a password of your choice. The user will use this password to log on for the first time and will then be prompted to change it to his or her own password. Enter the new user�s initial password twice. NOTE: A password� Must be at least 6 digits long, but no longer than 8 Can contain any keyboard characters including number, blanks and punctuations signs Must not begin with a question mark, exclamation mark, a blank (The first three characters must not include a blank or three identical characters) Must not be PASS or SAP Cannot include three-digit character strings which also appear in the user name When you create a user, you are required to enter a password for the user. Set the initial password to a password of your choice. The user will use this password to log on for the first time and will then be prompted to change it to his or her own password. Enter the new user�s initial password twice. NOTE: A password� Must be at least 6 digits long, but no longer than 8 Can contain any keyboard characters including number, blanks and punctuations signs Must not begin with a question mark, exclamation mark, a blank (The first three characters must not include a blank or three identical characters) Must not be PASS or SAP Cannot include three-digit character strings which also appear in the user name

9. Defaults This is the default settings tab. All settings on the right side of this tab need to be exact as shown. (When copying an account, this information is also copied. Make sure you still verify that it is correct) If any of these settings are incorrect it can affect the value of stock entered or a critical date may be entered as 01/12/03 instead of 12/01/03. Output Controller Local Printer is used as the user�s default Output Device. The Local Printer in SAP is the user�s default Windows printer. This is the default settings tab. All settings on the right side of this tab need to be exact as shown. (When copying an account, this information is also copied. Make sure you still verify that it is correct) If any of these settings are incorrect it can affect the value of stock entered or a critical date may be entered as 01/12/03 instead of 12/01/03. Output Controller Local Printer is used as the user�s default Output Device. The Local Printer in SAP is the user�s default Windows printer.

10. Assigning User Roles The next step in creating a new user is to assign a role. Users must be setup and composite roles assigned to the User ID before you can use the SAP System. A user can only log on to the system if he or she has a valid User ID with a password. A user menu and authorizations are also assigned to the User ID via one or more roles. Roles are collections of SAP transactions which allow a user to perform his/her job in SAP. The transactions, reports and web-based applications in the roles are accessed via user menus. The integrity of business data is also ensured by the assignment of roles. Authorization profiles are generated which restrict the activities of users in the SAP System, depending on the activities in the roles. When you assign a predefined Composite Role to a user, he or she is automatically given the user menu required for his or her daily work and the authorizations required for it, when he or she logs on to the SAP System. NOTE: When you receive a roster from the SAT Department, you must match up the SAP Course to the corresponding SAP Composite Role. Refer to the SAP Technical Roles/Course matrix located in the reference materials. You can find an electronic copy on the Apoweb under SAP-Edge ? Training. The next step in creating a new user is to assign a role. Users must be setup and composite roles assigned to the User ID before you can use the SAP System. A user can only log on to the system if he or she has a valid User ID with a password. A user menu and authorizations are also assigned to the User ID via one or more roles. Roles are collections of SAP transactions which allow a user to perform his/her job in SAP. The transactions, reports and web-based applications in the roles are accessed via user menus. The integrity of business data is also ensured by the assignment of roles. Authorization profiles are generated which restrict the activities of users in the SAP System, depending on the activities in the roles. When you assign a predefined Composite Role to a user, he or she is automatically given the user menu required for his or her daily work and the authorizations required for it, when he or she logs on to the SAP System. NOTE: When you receive a roster from the SAT Department, you must match up the SAP Course to the corresponding SAP Composite Role. Refer to the SAP Technical Roles/Course matrix located in the reference materials. You can find an electronic copy on the Apoweb under SAP-Edge ? Training.

11. Assigning User Roles In the Roles tab, the possible entries list displays the existing roles from which you can select. You can assign a role to as many users as you like. When assigning a role, always select Composite rather than Single roles. Don�t forget to SAVE your changes Note: Composite roles can simplify user administration. They consist of multiple roles. Users who are assigned to a composite role are automatically put in all of its relevant roles. Composite roles are useful, for example, if some of your staff need authorizations for several single roles. Access to Display roles may be granted without training if the user already has an existing SAP Account, with the exception of SD-Display. Display roles are: MM-Display-Logistics - MM-LOGISTICS_DISPLAY_ALL MM-Purchasing-Display - MM-DISPLAY_PURCHASING_ALL PP-Display - PP-DISPLAY_ONLY_ALL QM-Display - QM-DISPLAY_0NLY_ALL CO-Display - no such thing PM-Display - PM-DISPLAY_ONLY_ALL PS-Display - PS-DISPLAY_ALL In the Roles tab, the possible entries list displays the existing roles from which you can select. You can assign a role to as many users as you like. When assigning a role, always select Composite rather than Single roles. Don�t forget to SAVE your changes Note: Composite roles can simplify user administration. They consist of multiple roles. Users who are assigned to a composite role are automatically put in all of its relevant roles. Composite roles are useful, for example, if some of your staff need authorizations for several single roles. Access to Display roles may be granted without training if the user already has an existing SAP Account, with the exception of SD-Display. Display roles are: MM-Display-Logistics - MM-LOGISTICS_DISPLAY_ALL MM-Purchasing-Display - MM-DISPLAY_PURCHASING_ALL PP-Display - PP-DISPLAY_ONLY_ALL QM-Display - QM-DISPLAY_0NLY_ALL CO-Display - no such thing PM-Display - PM-DISPLAY_ONLY_ALL PS-Display - PS-DISPLAY_ALL

12. Resetting Passwords (1) To set a new password for a user, From the User Maintenance initial screen (SU01), enter the ID of the user whose password you want to change in the User field. Choose User names > Change password or click on the Change Password button from the User Maintenance initial screen In the New password field, use Apotex, Novex or Torpharm as the temporary password. In the Repeat password field, enter the same password again to confirm. Click on the Check Mark/Enter button. NOTE: New passwords are effective immediately. If users forget their password, they can use the new one as soon as it has been set. To set a new password for a user, From the User Maintenance initial screen (SU01), enter the ID of the user whose password you want to change in the User field. Choose User names > Change password or click on the Change Password button from the User Maintenance initial screen In the New password field, use Apotex, Novex or Torpharm as the temporary password. In the Repeat password field, enter the same password again to confirm. Click on the Check Mark/Enter button. NOTE: New passwords are effective immediately. If users forget their password, they can use the new one as soon as it has been set.

13. Resetting Passwords (2) Users can change their own passwords from the initial SAP Logon screen. Users may change their passwords no more than once a day. System administrators, on the other hand, may change user passwords as often as necessary. Users may change their passwords no more than once a day. System administrators, on the other hand, may change user passwords as often as necessary.

14. Disabling an SAP Account (1) NEVER DELETE AN SAP ACCOUNT!! Disable the account instead. This account can no longer be used by anyone else other than the original user it was created for. Run transaction SU01 and type the user name in the dialog box. Verify that it is the correct account. Click the Change button. In the Function box type �NO LONGER WITH COMPANY� NEVER DELETE AN SAP ACCOUNT!! Disable the account instead. This account can no longer be used by anyone else other than the original user it was created for. Run transaction SU01 and type the user name in the dialog box. Verify that it is the correct account. Click the Change button. In the Function box type �NO LONGER WITH COMPANY�

15. Disabling an SAP Account (2) On the Logon Data Tab, Click on �Generate Password Wizard� to generate a new password for the account. (This new password will be a combination of letters and numbers in a scrambled format to prevent any attempt at hacking the account. The password would look something like this: BM4SD3FT Enter a �Valid to� date to disable the account as of that day. This date can be today�s date or a future scheduled date if the user�s last day is known. On the Logon Data Tab, Click on �Generate Password Wizard� to generate a new password for the account. (This new password will be a combination of letters and numbers in a scrambled format to prevent any attempt at hacking the account. The password would look something like this: BM4SD3FT Enter a �Valid to� date to disable the account as of that day. This date can be today�s date or a future scheduled date if the user�s last day is known.

16. Disabling an SAP Account (3) Select the lock icon on the top of the screen. This will give you the status of the account in SAP (locked or unlocked) To lock the account click on the lock icon on the new dialog box. The account is now locked. The SAP account is now fully locked down. Select the lock icon on the top of the screen. This will give you the status of the account in SAP (locked or unlocked) To lock the account click on the lock icon on the new dialog box. The account is now locked. The SAP account is now fully locked down.

17. User Maintenance Functions Tools > Administration > User Maintenance > Users (SU01) In addition to creating a user and resetting passwords, you can also lock & unlock users, display, edit and delete existing roles.Tools > Administration > User Maintenance > Users (SU01) In addition to creating a user and resetting passwords, you can also lock & unlock users, display, edit and delete existing roles.

18. Summary creating a user and resetting passwords, you can also lock & unlock users, display, edit and delete existing roles. creating a user and resetting passwords, you can also lock & unlock users, display, edit and delete existing roles.