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SAPBasics
©NewcastleUniversity
SAPBasics
Contents
Logging ontoSAP...................................................................
............................. 3
Logging offSAP...................................................................
................................. 4
Parts oftheSAP screen.............................................................
........................... 5
Commonly used buttons...........................................................
............................. 6
Changingsystemmessagedisplay ......................................................
................. 7
Findingthe transactioncodefor atask ................................................
.................. 8
Background......................................................................
........................8
Displayingtransactioncodesin theSAPmenu .........................................8
Finding the transactioncode when starting a task/transaction...................8
Usingtransactioncodes.............................................................
........................... 9
Workingwithfavorites .............................................................
............................ 10
Background......................................................................
...................... 10
Creatinga favorite...............................................................
................... 10
Changinga favorite...............................................................
.................. 10
Deleting afavorite...............................................................
.................... 10
Organising favorites............................................................
.................... 10
Savingaweb address(URL)asafavorite...................................................
....... 11
Searching in SAP................................................................
................................ 12
Recommended searches ...........................................................
......................... 13
Searchingtips and tricks ........................................................
............................. 13
Usingpersonallistswhensearching.....................................................
............... 14
Background......................................................................
...................... 14
Savingitemsin yourpersonallist.....................................................
....... 14
Usingyourpersonal list............................................................
............... 14
Deleting itemsfromyourpersonallist.................................................
..... 14
Glossary ofSAPterms...............................................................
......................... 15
©NewcastleUniversity
SAPBasics
LoggingontoSAPBeforeyoubegin
You needauserIDand passwordsuppliedbyISSafteryou completeyourtraining.
Note:Ifyoudo nothaveauserIDorpassword,contact theSAPHelpDesk onx5999.
Donot letanyoneelse log ontoSAP usingyouruserID.SAPtrackseachuserIDandreco
it.
Procedure
Log ontoPSEManagement(SECUDE)
1.InanySAPR/3screen:
ChooseSystem ® Log off
OR
Click
Close.
2.TheLogOff dialogboxappears.
ClickYes to logoff.
Log offPSEManagement(SECUDE)
3.InthePSEManagement user.pse dialogbox(ifminimised onthetaskbar,clicktoopen)
ChooseFile ® Quit
OR
Click
Close.
©NewcastleUniversity
SAPBasics
PartsoftheSAPscreen
CommandField:Enteratransactioncode(seepg9)togototherequiredtaskdirectly.
Menubar:Containsmenusforthecurrentscreen.Menusdropdownwhenselected,submenushave
Titlebar:showsthecurrentscreentitle.
Applicationtoolbar:
containsfunctionkeys/iconsspecifictothecurrentscreen.
Commandtoolbar:
containsgenericfunctionkeys/icons.
Statusbar:Showstheserver,currentsessionandclient.
SAPmenuandFavorites:Containsfolders,subfoldersandtransactions.
©NewcastleUniversity
SAPBasics
Commonlyusedbuttons
These buttonsare usedregularlytonavigateSAPscreens.Mostofthebuttonsarefoundon
Commandtoolbar.
Buttonimage Button name Function key(keyboard)
EnterEnterSave Ctrl+SBack F3
ExitShift+F3
Cancel F12
PrintCtrl+PFind Ctrl+F
Find nextCtrl+GFirstpage Ctrl+Pageup
Previous page Page up
Nextpage Pagedown
Lastpage Ctrl+Pagedown
Createa newsession None
Help F1
SAPmenu toview the
standardmenu.
Note: buttononly appears on the
SAP Easy AccessscreenCtrl+F11
©NewcastleUniversity
SAPBasics
Changingsystemmessagedisplay
Background
Systemmessagescan bedisplayed inthestatusbaratthebottomofthescreenor inadial
middleof thescreen.
Procedure
1.InanySAPR/3,click
Customizingof LocalLayout andchooseOptions.
2.TheOptionsdialogboxappears.
IntheOptionstab:
Todisplay systemmessages in a dialogbox(middle ofthescreen)
SelecttheDialogBoxatSuccessMessage, DialogBoxat WarningMessageandDialog Box at
kboxes.
ClickOK.
Todisplay systemmessages in thestatus bar(bottomofthescreen)
Ensure thattheDialog Box atSuccess Message,DialogBoxat Warning MessageandDialogB
atErrorMessagecheckboxes arenotselected.
ClickOK.
©NewcastleUniversity
SAPBasics
Findingthetransaction codefor ataskBackground
Thereare two waysof findingatransactioncodefora task.
Displaytransactions codesfor all tasksintheSAPMenu.
Startthe taskand findthetransaction codefromtheinitialscreen.
Displaying transactioncodes intheSAPmenu
1.IntheSAPEasy Accessscreen,choose Extras ®Settings
2.TheSettings dialog boxappears.
SelecttheDisplaytechnical names checkbox.
AtransactioncodeisataskinSAP.ME21Nisthetransactioncodeforcreatingapurchaseorde
TransactioncodesaccessataskdirectlywithoutusingthemenusandareenteredintheCommand
Click
Continue.
3.TheSAPEasyAccess screenreappears.
ExpandtheSAPmenu itemstothe lowestlevel toviewthetransactioncodes.
Example:PIQST00 StudentFile
Findingthetransactioncodewhenstarting atask/transaction
1.Intheinitialscreenofany task,chooseSystem ® Status.
2.TheSystem:Status dialog boxappears.
IntheSAPData section,thetransactioncodeappearsin the Transaction field.
Example:ME23N
Click
Continue.
3.Theinitialscreenreappears.
©NewcastleUniversity
SAPBasics
Usingtransaction codesBackground
Procedure
Inthe SAPEasy Accessscreen
WorkingwithfavoritesBackground
Favoritesare frequentlyusedSAPtasksandare savedin yourFavorites menu.
Creating afavorite
1.IntheSAPEasy Accessscreen,expandtheSAPmenu andselect(highlight)thetransactio
beadded toFavorites.
Click
AddtoFavorites.
ThetransactionappearsintheFavorites menu.
Changingafavorite
1.Inthe Favorites menu,select(highlight)thefavorite to bechanged.
Click
ChangeFavorites.
2.TheChangeafavoritedialogboxappears.
Change the Text.
Click
Continue.
Thechangedfavoriteappearsinthe Favorites menu.
Deletinga favorite
1.Inthe Favorites menu,select(highlight)thefavorite to bedeleted.
Click
DeleteFavorites.
Theselectedfavoritenolongerappearsin theFavoritesmenu.
Organising favorites
Creatingafolderin theFavorites menu
1.Select(highlight)theFavorites menu.
ChooseFavorites ® Insertfolder.
2.TheCreating aFolderin theFavoriteList dialogbox appears.
Enterthenew foldername inthe Foldername field.
Click
Continue.
Thenewfolderappearsinthe Favorites menu.
Draganddropfavoritesintothenewfolder.
Movingfavorites upanddowninthe Favoritesmenu
1.Select(highlight)the favorite to be moved.
Click
Move favoritesupor
Move favoritesdown.
©NewcastleUniversity
SAPBasics
Savingaweb address(URL)asafavoriteBackground
Useful webaddressescanbesavedasfavorites.Forexample,youcansave alinkto theSAP
website(http://www.ncl.ac.uk/iss/sap/training/)containing allthe trainingguidesand us
fulSAPinformation.
Procedure
1.Openyourwebbrowser(e.g.InternetExplorer).
Gotothe websitetobesaved asafavorite.
Example:http://www.ncl.ac.uk/iss/sap/training/
Select(highlight)the URLintheAddress field.
ChooseEdit ® Copy(orkeyboardshortcutCtrl+C)tocopytheaddress.
Closeyourwebbrowser.
2.OpenSAPattheSAP EasyAccess screen.
ChooseFavorites ® Addotherobjects.
3.TheAdd additionalobjectsdialogbox appears.
EnsureWeb addressorfile is selected.
Click
Continue.
4.TheAdd a Web addressorfilepathdialogboxappears.
Enteranappropriate nameforthe favorite inthe Text field.
Example:SAPTraining website
Pastethecopied address (using keyboard shortcutCtrl+V)in the Webaddressorfile fiel
Click
Continue.
5.TheaddressappearsasaURLin yourFavoritesmenu.
Doubleclick
thefavorite toopen thewebsite.
©NewcastleUniversity
SAPBasics
SearchinginSAPR/3Background
Some fieldsinSAPrequire youtosearchfororchoose anappropriateentry.
Examples: Vendorfield, Purchasinggroup field,Material field, Studentnumberfield.
Procedure
1.Clickinthefieldrequiringtheentry.
Click the search button
totheright ofthefieldyou clickedin.
2.Ifa list appears (example:listofpurchasinggroups):
Selecttheappropriateentryfromthe list.
Click
Copy.
Theselectedentryappearsinthe field.
3.Ifa searchdialogbox appears:
If therecommendedsearchdoesnotdefault, selectitbyclicking
See:Recommended searches pg13.
Enteryoursearch criteria.You canusewildcardcharacters(*)whensearching.
Example:*smith*will look forthe wordsmith withanythingbeforeorafter it.
Click
Startsearch.
Thesearchresultsappearin a list.Selecttheappropriateentryfromthesearch result
Click
Copy.
Theselectedentryappearsinthe field.
.
©NewcastleUniversity
SAPBasics
Recommendedsearches
UsingpersonallistswhensearchingBackground
Youcansave entries thatyouregularly searchfor(examples:vendornumbers,materialnumb
tres)inapersonallist.Onceyou have savedanentry inyourpersonallistyou willbepr
yoursavedpersonal listeverytimeyousearchin thatfield.
Savingitemsinyourpersonallist
1.Inany searchresultslist(see:Searching inSAPpg12):
Selecttheentry toaddto yourpersonal list.
Click
Insertinpersonallist.
Repeatthesteps abovetoaddfurtherentries toyourpersonal list.
Whenyouarefinished addingentries toyourpersonal list:
· Eitherselectanentrytouse and click
Copy.
· Orclose thesearchresultslistbyclicking
Close.
Usingyour personallist
1.Clickina fieldcontainingasavedpersonal list(e.g. Vendor field).
Click the search button
2.ThePersonalvaluelist dialogboxappearsdisplayingtheitemssavedinyourpersonalli
Selectanentryfromthe list.
Click
Copy.
Theselectedentryappearsinthe field.
Note:Ifyouwant tosee(orsearch for)entriesthatarenotsavedin yourpersonal list,
Display AllValues.Go toStep 2 or3 in Searching in SAPpg12.
Deletingitemsfrom yourpersonallist
1.Clickina fieldcontaining asavedpersonallist(example:Vendorfield).
Click the search button
2.ThePersonalvaluelist dialogboxappearsdisplayingtheitemssavedinyourpersonalli
Selecttheentrytobe deleted fromyourpersonallist.
Click
Deletefrompers. value list.
Theentrynolongerappearsinyourpersonal list.
.
.
©NewcastleUniversity
SAPBasics
GlossaryofSAPterms