SAP Basics

SAP Basics
SAP Basics
© Newcastle University 1
SAP Basics
Contents
Logging on to SAP ................................................................................................ 3
Logging off SAP.................................................................................................... 4
Parts of the SAP screen........................................................................................ 5
Commonly used buttons........................................................................................ 6
Changing system message display ....................................................................... 7
Finding the transaction code for a task .................................................................. 8
Background .............................................................................................. 8
Displaying transaction codes in the SAP menu ......................................... 8
Finding the transaction code when starting a task/transaction ................... 8
Using transaction codes........................................................................................ 9
Working with favorites ......................................................................................... 10
Background ............................................................................................ 10
Creating a favorite .................................................................................. 10
Changing a favorite................................................................................. 10
Deleting a favorite................................................................................... 10
Organising favorites................................................................................ 10
Saving a web address (URL) as a favorite........................................................... 11
Searching in SAP................................................................................................ 12
Recommended searches .................................................................................... 13
Searching tips and tricks ..................................................................................... 13
Using personal lists when searching.................................................................... 14
Background ............................................................................................ 14
Saving items in your personal list............................................................ 14
Using your personal list........................................................................... 14
Deleting items from your personal list...................................................... 14
Glossary of SAP terms........................................................................................ 15
SAP Basics
Logging on to SAP
Before you begin
· You need a user ID and password supplied by ISS after you complete your training.
Note: If you do not have a user ID or password, contact the SAP Help Desk on x5999.
· Do not let anyone else log on to SAP using your user ID. SAP tracks each user ID and records what
they did and when they did it.
Procedure
Log on to PSE Management (SECUDE)
1. In Microsoft Windows, click Start and choose All Programs ® Administrative Software ® SECUDE ®
PSE Management or click PSE Management on your desktop.
2. The PSE Management Log on dialog box appears.
– Enter your SECUDE password in the Password field.
Note: For security reasons, your password will not be displayed as you enter it.
– Click OK.
· If you receive an error message (e.g. Invalid password), enter your SECUDE Password again.
· After three incorrect attempts PSE Management will close. Contact the SAP Helpdesk (x5999)
to reset your password.
3. The PSE Management – user.pse dialog box appears.
– Click Minimize.
– The PSE Management icon appears on the right of your Windows taskbar.
Note: PSE Management must not be closed while using SAP R/3.
Log on to SAP
4. In Microsoft Windows, click Start and choose All Programs ® SAP Front End ® SAP Logon or click
on your desktop.
5. The SAP Logon 710 dialog box appears.
– In the Systems tab, ensure 010 NUP [Newcastle (SECUDE)] is selected.
– Click Log on.
6. The SAP Easy Access screen appears.
– If the User menu appears, click SAP menu to display the standard SAP menu.
SAP Basics
Logging off SAP
Before you begin
When you log off SAP, all unsaved work will be lost.
Procedure
Log off SAP
1. In any SAP R/3 screen:
– Choose System ® Log off
OR
– Click Close.
2. The Log Off dialog box appears.
– Click Yes to log off.
Log off PSE Management (SECUDE)
3. In the PSE Management – user.pse dialog box (if minimised on the taskbar, click to open):
– Choose File ® Quit
OR
– Click Close.
SAP Basics
Parts of the SAP screen
Command Field: Enter a Menu bar: Contains menus for the
transaction code (see pg 9) to current screen. Menus drop down when
go to the required task directly. selected, submenus have an arrow.
Title bar: shows the
current screen title.
Application toolbar: Command toolbar:
contains function contains generic
keys/icons specific to function keys/icons.
the current screen.
SAP menu and
Favorites: Contains
folders, subfolders and
transactions.
Status bar: Shows the
server, current session
and client.
SAP Basics
Commonly used buttons
These buttons are used regularly to navigate SAP screens. Most of the buttons are found on the
Command toolbar.
Button image Button name Function key (keyboard)
Enter Enter
Save Ctrl+S
Back F3
Exit Shift+F3
Cancel F12
Print Ctrl+P
Find Ctrl+F
Find next Ctrl+G
First page Ctrl+Page up
Previous page Page up
Next page Page down
Last page Ctrl+Page down
Create a new session None
Help F1
SAP menu – to view the
standard menu. Ctrl+F11
Note: button only appears on the
SAP Easy Access screen
SAP Basics
Changing system message display
Background
System messages can be displayed in the status bar at the bottom of the screen or in a dialog box in the
middle of the screen.
Procedure
1. In any SAP R/3, click Customizing of Local Layout and choose Options.
2. The Options dialog box appears.
In the Options tab:
To display system messages in a dialog box (middle of the screen)
– Select the Dialog Box at Success Message, Dialog Box at Warning Message and Dialog Box at
Error Message check boxes.
– Click OK.
To display system messages in the status bar (bottom of the screen)
– Ensure that the Dialog Box at Success Message, Dialog Box at Warning Message and Dialog Box
at Error Message check boxes are not selected.
– Click OK.
SAP Basics
Finding the transaction code for a task
Background
A transaction code is a task in SAP. ME21N is the transaction code for creating a purchase order.
Transaction codes access a task directly without using the menus and are entered in the Command field
.
There are two ways of finding a transaction code for a task.
· Display transactions codes for all tasks in the SAP Menu.
· Start the task and find the transaction code from the initial screen.
Displaying transaction codes in the SAP menu
1. In the SAP Easy Access screen, choose Extras ® Settings
2. The Settings dialog box appears.
– Select the Display technical names check box.
– Click Continue.
3. The SAP Easy Access screen reappears.
– Expand the SAP menu items to the lowest level to view the transaction codes.
Example: PIQST00 – Student File
Finding the transaction code when starting a task/transaction
1. In the initial screen of any task, choose System ® Status.
2. The System: Status dialog box appears.
– In the SAP Data section, the transaction code appears in the Transaction field.
Example: ME23N
– Click Continue.
3. The initial screen reappears.
SAP Basics
Using transaction codes
Background
A transaction code is a task in SAP. ME21N is the transaction code for creating a purchase order.
Transaction codes access a task directly without using the menus and are entered in the Command field
.
Procedure
In the SAP Easy Access screen
1. In the SAP Easy Access screen, enter the transaction code in the Command field.
Example: ME23N (Display purchase order).
– Click Enter.
2. The first screen of the selected transaction appears, e.g. Display Purchase Order
From within a task
1. If you are not in the SAP Easy Access screen, enter /N followed by the transaction code in the
Command field. Example: /NVA01 (Create sales order)
– Click Enter.
2. The first screen of the selected transaction appears, e.g. Create sales order
Opening a transaction in a new session (window)
1. In any SAP screen, enter /O followed by the transaction code in the Command field.
Example: /OPIQST00 (Student file)
– Click Enter.
2. The first screen of the selected transaction appears in a new session (window), e.g. Student File
SAP Basics
Working with favorites
Background
Favorites are frequently used SAP tasks and are saved in your Favorites menu.
Creating a favorite
1. In the SAP Easy Access screen, expand the SAP menu and select (highlight) the transaction or task to
be added to Favorites.
– Click Add to Favorites.
– The transaction appears in the Favorites menu.
Changing a favorite
1. In the Favorites menu, select (highlight) the favorite to be changed.
– Click Change Favorites.
2. The Change a favorite dialog box appears.
– Change the Text.
– Click Continue.
– The changed favorite appears in the Favorites menu.
Deleting a favorite
1. In the Favorites menu, select (highlight) the favorite to be deleted.
– Click Delete Favorites.
– The selected favorite no longer appears in the Favorites menu.
Organising favorites
Creating a folder in the Favorites menu
1. Select (highlight) the Favorites menu.
– Choose Favorites ® Insert folder.
2. The Creating a Folder in the Favorite List dialog box appears.
– Enter the new folder name in the Folder name field.
– Click Continue.
– The new folder appears in the Favorites menu.
– Drag and drop favorites into the new folder.
Moving favorites up and down in the Favorites menu
1. Select (highlight) the favorite to be moved.
– Click Move favorites up or Move favorites down.
SAP Basics
Saving a web address (URL) as a favorite
Background
Useful web addresses can be saved as favorites. For example, you can save a link to the SAP Training
web site (http://www.ncl.ac.uk/iss/sap/training/) containing all the training guides and useful SAP
information.
Procedure
1. Open your web browser (e.g. Internet Explorer).
– Go to the web site to be saved as a favorite.
Example: http://www.ncl.ac.uk/iss/sap/training/
– Select (highlight) the URL in the Address field.
– Choose Edit ® Copy (or keyboard shortcut Ctrl+C) to copy the address.
– Close your web browser.
2. Open SAP at the SAP Easy Access screen.
– Choose Favorites ® Add other objects.
3. The Add additional objects dialog box appears.
– Ensure Web address or file is selected.
– Click Continue.
4. The Add a Web address or file path dialog box appears.
– Enter an appropriate name for the favorite in the Text field.
Example: SAP Training web site
– Paste the copied address (using keyboard shortcut Ctrl+V) in the Web address or file field.
– Click Continue.
5. The address appears as a URL in your Favorites menu.
– Doubleclick the favorite to open the web site.
SAP Basics
Searching in SAP R/3
Background
Some fields in SAP require you to search for or choose an appropriate entry.
Examples: Vendor field, Purchasing group field, Material field, Student number field.
Procedure
1. Click in the field requiring the entry.
– Click the search button to the right of the field you clicked in.
2. If a list appears (example: list of purchasing groups):
– Select the appropriate entry from the list.
– Click Copy.
– The selected entry appears in the field.
3. If a search dialog box appears:
– If the recommended search does not default, select it by clicking .
See: Recommended searches pg 13.
– Enter your search criteria. You can use wildcard characters (*) when searching.
Example: *smith* will look for the word smith with anything before or after it.
– Click Start search.
– The search results appear in a list. Select the appropriate entry from the search result list.
– Click Copy.
SAP Basics
Recommended searches
Area When searching for.. Use search..
Vendors Vendors (General)
Purchasing
Materials Materials by vendor’s material number
Soldto Party Customer per sales group
Sales
Materials Sales material by description
Searching tips and tricks
Task Procedure
Search for a specific entry
within your search results 1. Click Find and enter the search term.
2. The first instance of the search term is located.
3. Click Search again repeatedly to find every

other instance of the search term.
To sort a column in ascending order, click the column
Sorting search results
header.
Widening a search The standard number of search results is 500.
If you need to widen your search, change the number
in the Maximum no. of hits field when entering your
search criteria.
SAP Basics
Using personal lists when searching
Background
You can save entries that you regularly search for (examples: vendor numbers, material numbers, cost
centres) in a personal list. Once you have saved an entry in your personal list you will be presented with
your saved personal list every time you search in that field.
Saving items in your personal list
1. In any search results list (see: Searching in SAP pg 12):
– Select the entry to add to your personal list.
– Click Insert in personal list.
– Repeat the steps above to add further entries to your personal list.
– When you are finished adding entries to your personal list:
· Either select an entry to use and click Copy.
· Or close the search results list by clicking Close.
Using your personal list
1. Click in a field containing a saved personal list (e.g. Vendor field).
– Click the search button .
2. The Personal value list dialog box appears displaying the items saved in your personal list.
– Select an entry from the list.
– Click Copy.
Note: If you want to see (or search for) entries that are not saved in your personal list, click
Display All Values. Go to Step 2 or 3 in Searching in SAP pg 12.
Deleting items from your personal list
1. Click in a field containing a saved personal list (example: Vendor field).
– Click the search button .
2. The Personal value list dialog box appears displaying the items saved in your personal list.
– Select the entry to be deleted from your personal list.
– Click Delete from pers. value list.
– The entry no longer appears in your personal list.
SAP Basics
Glossary of SAP terms
ABAP Advanced Business Application Programming. Programming language developed by SAP for
application development purposes. All SAP R/3 applications are written in ABAP
account Specification of which account(s) to post a transaction against.
assignment
account Specification of the type of account a transaction should be posted against
assignment
category
actual Costs actually incurred, i.e. no longer pending or committed. An actual is created in purchasing
once items have been goods receipted.
billing block Block which prevents the release of billing documents (sales invoices). Billing documents can be
blocked for a variety of technical reasons, but also if a user wishes to set up a bill, but not release
it until services are provided at some time in the future.
billing document Generic term for all sales documents (sales invoices) created by the system in the areas of Billing
and Settlement.
billing due list A listing of sales items not yet released (invoiced).
billing plan A billing plan is a schedule with individual billing data for a specific item in a sales document.
billto party Person or company that receives the invoice for a delivery or service. The billto party is not
necessarily the payer who settles the bill.
blocking reason Factor which leads to further processing of documents being blocked
budget Approved cost structure in a particular period of time. Budgeting differs from planning in that it is
binding. While you must estimate costs as accurately as possible during the planning phase, it is in
the approval phase that you prescribe your funds in the form of a budget.
clearing Procedure by which the open items belonging to one or more account are indicated as cleared
(paid).
clearing date The date on which an open amount is paid to a supplier account
CO Abbreviation for the Controlling module in SAP. It is a means of supporting the decisionmaking
processes. The various phases of controlling, such as planning, monitoring, reporting, consulting,
informing, are carried out here.
commitment Contractual or scheduled commitment that is not yet reflected in Financial Accounting but that will
lead to actual expenditures in the future. Commitment management allows you an early recording
and analysis of such commitments for their cost and financial effects.
controlling area Organisational unit within a company, used to represent a closed system for cost accounting
purposes.
Cost centre Organisational unit within a controlling area that represents a defined location of cost incurrence.
Typically this will be used to collect costs for one aspect of the work of a Department
cost element A cost element corresponds to a costrelevant item in the chart of accounts. It categorises
different types of cost, such as photocopying, fees etc.
customer Business partner, with whom a business relationship exists, involving the issue of goods and/or
services by the University.
customer master Data record containing all of the information necessary for any contact with a customer, in
record particular for carrying out business transactions. This information includes, for example, address
and bank data.
drilldown The mechanism whereby a user viewing a report can disaggregate grouped costs in order to
interrogate information down to the lowest level of the data (e.g. a line item on a purchase order).
dynamic selections Dynamic selections allow the user to make additional selections in to the selection criteria in the
current report.
favourites Shortcuts users can create allowing direct access to folders used most often, avoiding the need to
remember menu paths or to repeat searches in lists.
filter Similar to dynamic selections, users can use filters to 'filter out' certain types of data
SAP Basics
fiscal year A period of 12 months for which the University produces financial statements (August July)
FM The Funds Management module in SAP. The task of Funds Management is to budget all relevant
revenues and expenditures for individual areas of responsibility and to control future funds
movements according to the distributed budget, as well as preventing the budget from being
exceeded.
funds centre Organisational unit within a financial management (FM) area to which budget can be assigned.
g/l code A structure that records value movements in a company code and represents the G/L account
items in a chart of accounts.
header The data area used to hold information relating to an entire transaction rather than its component
parts, e.g. in a Sales or Purchase order, it holds information for the vendor/customer relating to the
entire order rather than the items within it.
header text Text stored in the header of a document
HR The Human Resources module within SAP
info record Information which links a purchasing material to a supplier. Typically it will hold information on
cost of an item.
intrastat The name for a report the University must make to HM Customs and Excise relating to the import
of goods and services from other EU member states. Additional information is gathered in
purchase order creation in SAP when the vendor is based in an EU member state.
inventory The management (recording and tracking) of stocks of materials on both a quantity and a value
management basis. Planning, entering and documenting all stock movements (goods receipts, goods issues,
physical stock transfers, transfer postings)
invoice verification Term for the entry and checking of incoming (vendor) invoices (also known as "invoice matching",
"invoice validation", and "invoice clearance"). In invoice verification, vendor invoices are compared
with the purchase order and the goods receipt and once complete the process of payment to the
vendor is initiated according to the existing payment terms.
item text Additional text used to explain an item in a document.
line item The part of a document containing information on a single item. It always includes an amount, an
account assignment and some explanatory text.
logistics The area within SAP concerned with buying and selling activities, plant maintenance and customer
service
materials Goods or services which are the subject of business activity. The material can be traded, used in
manufacture, consumed, or produced.
material group Grouping of materials and services according to their characteristics
material record Where materials are traded regularly, SAP can store a record of the material which includes a
standard description of the item, the material group, the order unit and price etc.
materials The area within Logistics concerned with purchasing and reservations (central stores requisitions)
management
oneoff customer Term for a collective customer master record used for the processing of transactions involving
miscellaneous customers who are not included among a vendor's regular customers. When you
enter a transaction for a onetime customer, you must complete the customer data manually.
partner An individual within or outside of your own organisation who is of commercial interest. A partner
can be a natural person or a legal entity. Examples of partners within an organisation are sales
personnel. Examples of partners outside of the organisation are Customers, Sales Prospects or
Contact persons
payment terms The terms laid down by a vendor regarding payment of their invoices. The University’s standard
payment terms are ’30 days following receipt of invoice’
period Unit that subdivides a fiscal year. Usually one calendar month
plan A plan is a financial prediction of how budget may be spent in future.
plant Organisational unit within Logistics, serving to subdivide an enterprise according to production,
procurement, maintenance, and materials planning. In practice most users will use only one 'plant
UON1. Also collective name for the green things in the pot in the corner.
SAP Basics
posting date The date a transaction is done on SAP either manually or automatically.
profit centre Organisational unit in Accounting that reflects a managementoriented structure of the organisation
for the purpose of internal control.
PS Project system. The SAP module used to monitor transactions on research projects.
purchase order Request or instruction from a purchasing organisation to a vendor (external supplier) to deliver a
certain quantity of material or to perform certain services at a certain point in time
purchase order Details of deliveries effected or invoices received in respect of a purchase order item.
history
purchase order An invoice from a supplier in respect of goods or services ordered by the University.
invoice
purchasing group SAP term for a buyer or group of buyers responsible for purchasing activities. The purchasing
group is responsible for the procurement activities of an administrative group within the University.
reservation Request to central stores to reserve goods.
RFQ Request to a vendor to submit a quotation regarding the supply of materials or performance of
services. Three quotations are required for all items purchased over the value of £5000. These
should be recorded on SAP.
sales division An organisational unit based on responsibility for sales. It may or may not correspond to a
purchasing group
sales invoice An invoice raised by the University to a named customer, requesting payment for goods or
services under the University's terms and conditions
sales order A customer request to the company for the delivery of goods or services at a certain time. The
request is received by a sales area, which is then responsible for fulfilling the contract.
SAP GUI The 'graphical user interface' that users use to interact with SAP. This is installed as an icon on
each SAPenabled PC on campus
Secude The security program which verifies the identity of SAP users before allowing access to the
system.
separation of duties In order to provide additional security for University finances, it is necessary to have more than
one individual complete purchasing transaction on SAP. An individual should only complete two of
the three purchasing steps, and this is subject to checking by Finance. This is termed separation
of duties.
soldto party The customer, the person or company that places an order for goods or services
tracking number An additional field on the purchasing screen which when used allows the easy tracking of
purchases to the originator, research group or final destination.
variant The term given to a variation on a standard report. These can be created by users and saved for
future use.
vendor A company selling goods or services to the University
vendor master Data record containing all the information necessary for any contact with a certain vendor, in
record particular for carrying out business transactions. This information includes, for example, address
and bank data.
wage type A classification in Payroll and Personnel Administration in which the user or the system stores
amounts and time units that are used, for example, for calculating pay or for determining statistics.
Wage types separate amounts and time units for various business purposes. This also enables the
system to process amounts and time units in different ways during the payroll run.
WBS Abbreviation for work breakdown structure. At the University it is a reporting structure used to
bring together the elements of a project, either Research (RES) or other services rendered (OSR).
WBS element Subdivision of a WBS representing the hierarchical organisation of a project. Typically, a research
WBS will be broken down into WBS elements for each of salaries, equipment, consumables and
travel.
workflow A workflow consists of a sequence of steps, which are processed either by people or automatically
by the system.

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SAP Basics

1. In Microsoft Windows, click Start and choose All Programs ® Administrative Software ® SECUDE ®

4. In Microsoft Windows, click Start and choose All Programs ® SAP Front End ® SAP Logon or click

Button image Button name Function key (keyboard)

1. In any SAP R/3, click Customizing of Local Layout and choose Options.

1. In the SAP Easy Access screen, choose Extras ® Settings

1. In the initial screen of any task, choose System ® Status.

– Click Move favorites up or Move favorites down.

3. Click Search again repeatedly to find every

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