SAP Basic Navigation

1. SAP Basic Navigation Basic Navigation Overview

2. COURSE OBJECTIVES • 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 easier • Learn how to print and download reports • Access Help functions • Access TITAN training materials • Understand how to run training tutorials Basic Navigation Overview

3. COURSE OVERVIEW SAP Basic Navigation Lesson 1: SAP Overview Lesson 2: Log on/off SAP Lesson 3: Screen Features Lesson 4: Navigating in SAP Lesson 5: Working with Sessions Lesson 6: Customizing your Work Area Lesson 7: Printing & Downloading Reports Lesson 8: Finding Help Lesson 9: Accessing Training Materials Basic Navigation Overview

4. Lesson 1: SAP Overview • SAP stands for Systems, Applications, and Products in Data Processing • The SAP system is a fully-integrated 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 Basic Navigation Overview

5. Modules in SAP • SAP is made up of various functional modules • Each module covers a different business function • Tarrant County is using the following modules: CO ControllingFI Financial Accounting HR Human Resources/Payroll MM Materials Management GM Grants Management FM 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. Basic Navigation Overview

6. Data • 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 customer • 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 Basic Navigation Overview

7. Terms 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 Basic Navigation Overview

8. Terms (cont’d) 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 Basic Navigation Overview

9. Lesson 2: Log on/off SAP • To log on, click SAP Logon Icon on your desktop • 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 • 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 SAP Basic Navigation Overview

10. 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 Basic Navigation Overview

11. TC Password Rules • The same password is used for SAP and ESS in production • 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 • Don’t share your User Id or Password Basic Navigation Overview

12. 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 • Click to continue log off process • Click ‘X’ in upper right corner of SAP logon pad on desktop Basic Navigation Overview

13. Lesson 3: Screen FeaturesEasy Access Screen SAP Standard Toolbar SAP Pull-down Menu Minimize, Maximize, Close buttons EnterIcon Menu Path This is the standard screen displayed when you log on to SAP ApplicationToolbar CommandField Divider can be adjusted from left to right by putting your cursor on the line and dragging Session and SystemNumber Status Bar Basic Navigation Overview

14. Standard Toolbar Icons Functionality - Scroll up to first page - Confirm information entered - Enter transaction codes - Scroll up to previous page - Save entered information - 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 - Create a desktop shortcut to SAP report, transaction, or task - Print - Provide SAP help - Find an entry in a screen or table - Customize local layout - Find next instance of same data Basic Navigation Overview

15. Common Application Icons & Functionality • Add a transaction to the Favorites • folder • View previous record in a • transaction - Execute an application, program, or report - Get pick list of possible values for selected field - Create new entries or records - Copy an existing entry or record - Change 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 Basic Navigation Overview

16. 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 Basic Navigation Overview

17. Screen Components (cont’d) • 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 field • Pop-up window - windows that appear for data entry or explanation • Tabs – appear on some transactions for selection of various screens Basic Navigation Overview

18. Screen Components (cont’d) • The status bar is at the bottom of every screen in SAP • Left Half – displays system messages. Three types of messages are displayed: • Information messages – displayed in green. (Read and then click the button within the message to clear) • Example • Warning messages – displayed in yellow. (Read and then click the button within the message to clear) • Example • Error messages – displayed in red. (Correct the error or click the button to cancel) • Example 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 Basic Navigation Overview

19. Screen Components (cont’d) • 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 button to view additional information on the system Basic Navigation Overview

20. Lesson 4: Navigating In SAPTransaction 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 menu. • From 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 Basic Navigation Overview

21. Menu Paths Follow the Menu Pathby clicking once on the arrows or [+] next to the folders and expanding the view until the desired transaction is reached. When the transaction is displayed, double-click on the transaction to go directly to its initial screen. Favorites Folders & Sub-folders Transactions Basic Navigation Overview

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

23. Entering Data • Data is information entered into a field in SAP. • Datacan 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 Basic Navigation Overview

24. Ending a Transaction • When finished with a transaction if updates have been made, click to save • To exit from a transaction, click until you return to the SAP Easy Access screen Basic Navigation Overview

25. 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 menu • 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. Basic Navigation Overview

26. 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 transaction • 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 Basic Navigation Overview

27. 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 button 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 Basic Navigation Overview

28. 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 Basic Navigation Overview

29. Moving Between Sessions (cont’d) • The sessionnumber is displayedin the status bar at the bottom of your screen Basic Navigation Overview

30. 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 items: • 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 Basic Navigation Overview

31. 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 Basic Navigation Overview

32. 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 Basic Navigation Overview

33. 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 button to copy that transaction to your Favorites folder or • Highlight the transaction and drag and drop it directly to the Favorites folder Basic Navigation Overview

34. Creating Favorites (cont’d) 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 button Basic Navigation Overview

35. Creating Favorites (cont’d) 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 window • 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 Basic Navigation Overview

36. 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 Basic Navigation Overview

37. Creating Variants (cont’d) • 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 requirements • 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 to retrieve your previously-saved variant Basic Navigation Overview

38. 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 Basic Navigation Overview

39. 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 Basic Navigation Overview

40. Defaulting Data in Certain Fields (cont’d) • 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 IdParameter Value AFP TC01 ARB TC01 BP2 0 BUK TC01 CAC TC01 EKO TC01 EVO TC01 FIK TC01 FWS USD GM_BDGT_VERSION 0 GM_GRANT_TYPE 01 KPL TC01 SCL X • Click the Save button Note: EKO, EVO, and VERSION are the letter O; all other values are the number zero 0. Basic Navigation Overview

41. 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 button 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 Basic Navigation Overview

42. 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 Basic Navigation Overview

43. 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 button 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. Basic Navigation Overview

44. Lesson 7: Printing Screens & Downloading Reports • Print a hard copy of a screen • This prints a hardcopy of only the information you can see on a screen • Click on the button at the right side of the standard toolbar • 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 keyboard • The screen shot will be pasted to the Word document Basic Navigation Overview

45. Printing Screens & Downloading Reports (cont’d) • 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 applicable • 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. Basic Navigation Overview

46. Printing Screens & Downloading Reports (cont’d) • 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 • Select List>Export>Spreadsheet from the SAP menu at the top of the screen • Select the Table radio button • Select the Microsoft Excel radio button 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 spreadsheet • Save the Excel spreadsheet and name it appropriately • The spreadsheet can then be formatted as desired to use the data Basic Navigation Overview

47. Lesson 8: Finding Help • There are three types of help in the SAP system • Field Help – provides help or documentation on a particular field • 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 system Basic Navigation Overview

48. Field Help • Documentation • With cursor in the field in question, click the Help button from the standard toolbar • SAP documentation on the field is displayed • Possible Entries • With cursor in the field in question, click the PossibleEntries button at the right side of the field • A picklist of possible entries is displayed Basic Navigation Overview

49. 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 displayed Basic Navigation Overview

50. 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 left-hand side of the pop-up window and information on that item will be displayed on the right-hand side • Another SAP help source is help.sap.com accessed through your Internet Explorer Basic Navigation Overview