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Table of Contents:
Log On To the SAP System

Change Your Password

SAP System Messages / Information

SAP Buttons / Screen Features

Open a New Session

Use Transaction Codes

10

Add a Favorites Folder

11

Add Favorite with Known Transaction

12

Add Favorite from Menu / Rename Favorites

13

Reorder / Delete Favorites

15

Add a Favorite to the Desktop

16

Use Find to Locate Transactions

18

Use the SAP Search Menu

20

Display Transaction Codes

21

Display Current Transaction

22

Use Field History

24

Adjust Field History Options

25

Retrieve Field Values / Field Help

26

Create a Personalized Picklist

28

Screen Help

31

System Help

32

SAP Printer Setup

34

SAP Navigation

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LOG ON TO THE SAP SYSTEM

To log into the SAP system:

Step 1. Click Start > Programs > SAP Front End > SAP Logon.

NOTE: The SAP Logon screen can also be accessed by double-clicking the
Windows desktop.

icon on the main

Step 2. Double-click the client you wish to log into (highlighted below):

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Step 3. Enter the following fields in the SAP login screen (highlighted below):
a. Type your user ID in the User field.
b. Type your password in the Password field.

Step 4. Click the

button (highlighted above).

The SAP Easy Access screen will appear as follows:

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CHANGE YOUR PASSWORD

You can change your password up to once per day. (You will also be prompted to change your password
every 45 days).
To change your password:

Step 1. Click the

button AFTER entering your User ID and password (highlighted below).

Step 2. Enter the following fields in the password pop-up (shown below):
a. Enter a new password in the New password field.
b. Press the tab key.
c. Enter the new password again in the Repeat password field.
(This must be the same password you entered in Step a).

Step 3. Click the

button.

Password Rules:

Passwords must be 8 characters long

One character must be numeric
It cannot be the same as your user Id
The new password cannot be the same as the previous 5 passwords
You will be prompted to change your password every 45 days

SAP Navigation

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SAP SYSTEM MESSAGES/INFORMATION

The SAP status bar at the bottom of the screen is actually broken down into two parts. These two parts are
described below.
LEFT HALF displays system messages. There will be three types of messages displayed on the status

Information messages displayed in GREEN (select the

button to clear).

Example:
Warning messages displayed in YELLOW (select the

button to clear).

Example:
Error messages displayed in RED (correct the error or select the
button).

[cancel]

Example:

RIGHT HALF displays system and logon information (see figure 6):

The PRD is the system number.

The (2) is the session number (sessions will be defined later in this chapter).
The USAPP01 is the name of the application server.
INS means that this user is currently in the insert not, overwrite mode (to toggle to the overwrite mode,
the user would single click on the INS to change the mode to OVR which means overwrite).
The
button is used to view addition information on the system and the users login. This information is
displayed below:

SAP Navigation

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SAP BUTTONS / SCREEN FEATURES

The table below provides a summary of the most commonly used SAP buttons and screen features.

Button / Screen
Feature:

or

SAP Navigation

Name:

Used For:

Enter

Used to confirm entered

information and to clear
messages.

Save

Used to save entered

information.

Back

Used to move to the previous

screen.

Exit

Used to exit the area of the

system you are currently in.

Cancel

Used to cancel or stop what

you are currently trying to do.
Often used to clear error
messages.

Create a new
session.

Used to open a new window

to the SAP system (discussed
later in this chapter).

Help

Used to get SAPs help or

documentation on a particular
field or screen feature.

Possible Entries

Used to get the picklist of

possible values for the
selected field.

Create

Used to create new entries or

records.

Change

Used to change an existing

entry or record.

Display

Used to display/view an
existing entry or record.

Copy

Used to copy an existing entry

or record.

Delimit

Used to change the end date

of an existing entry or record.

Delete

Used to delete an existing

entry or record (used with
caution).

Overview

Used to view a list of all

entries or records.

Print

Used to print the data

displayed on the current
screen.
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Button / Screen
Feature:

SAP Navigation

Name:

Used For:

Details

Used to view the details or

drill down for the selected
entry.

Execute

Used to execute an
application, program, or report
from an SAP screen.

Find

Used to find an entry in a

screen or table that contains
many entries or records.

Command Field

Used for entering transaction

codes (discussed in the next
section). The command field
will appear on every screen in
the SAP system.

SAP Menu

Used to close open (or

expanded) folders on the SAP
menu.

Required Field

Used to indicate that a field is

a required entry.

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OPEN A NEW SESSION

A session is an instance of a SAP window. If you have additional tasks to perform or if one session is
responding slowly, you can switch to another session that is already open. You can have a maximum of 6
sessions open at a time (2 are recommended).
To open an additional session:

Step 1. At the SAP Easy Access screen, click the

button (highlighted below).

Step 2. Press the Alt-Tab keys to switch between the open sessions.

NOTE: A session can be closed using the

Session from the SAP menu.

SAP Navigation

button (top right corner of the screen) or by selecting System > End

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USE TRANSACTION CODES

A transaction code is a way to access a SAP screen. The SAP Easy Access screen is the only screen that
does not require using a prefix in front of a transaction code.
To use a transaction code:

Step 1. At the SAP Easy Access screen, type the desired transaction code (ex: ME5A) in the
and click the

button.

The requested screen appears as follows (ex: ME5A):

NOTE: If you are not in the SAP Easy Access screen, you can use the following prefixes (shown in green) with
a transaction code:
/nME5A - will move the current session.
/oME5A - will open a new session.

Step 2. When finished, click the

SAP Navigation

button until you are at the SAP Easy Access Screen.

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ADD A FAVORITES FOLDER

You can add favorites and folders to organize your favorites on the SAP Easy Access menu.
To add a folder that you can put favorites in:

Step 1. On the SAP Easy Access menu right-click on the Favorites folder.
Step 2. Click Insert folder on the menu (highlighted below).

Step 3. Type in the name of the new folder (ex: Purchasing) in the Creating a Folder pop-up box.

Step 4. Click the

button (highlighted above).

Step 5. The new folder (ex: Purchasing) appears under the Favorites folder (highlighted below).

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ADD FAVORITE WITH KNOWN TRANSACTION

You can add favorites for transaction codes on the SAP Easy Access menu.
To add a favorite when you know the transaction code:

Step 1. On the SAP Easy Access menu right-click on the favorites folder you wish to create the favorite in
(ex: Purchasing).

Step 2. Click Insert transaction on the menu (highlighted below).

Step 3. Type in the transaction code (ex: ME5A) you wish to add a favorite for (highlighted below).

Step 4. Click the

button (highlighted above).

Step 5. The new favorite is added under the specified folder (highlighted below).

SAP Navigation

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ADD FAVORITE FROM MENU / RENAME FAVORITES

You can also add a favorite that you locate on the SAP menu. This is useful when you do not remember a
specific transaction code or when a transaction code is long, as with many reports.
To add a favorite that you locate on the menu:

Step 1. Open the menu structure and locate the transaction you wish to add a favorite for (as highlighted
below).

Step 2. Position the mouse cursor over the transaction and right-click with your mouse.
Step 3. Click Add to Favorites from the menu (highlighted below).

Step 4. Review the favorite that is now under your Favorites folder.

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Step 5. If desired, click on the new favorite and drag it into another favorites folder.

NOTE: In the above example, The new favorite was dragged into the Purchasing folder.

Step 6. If desired, you can rename your new favorite. To rename a favorite, right-click on it and select
Change favorite (highlighted below).

Step 7. Type in the new favorite name (ex: Goods Receipt) in the Change a favorite pop-up box.

Step 8. Click the

button (highlighted above).

The renamed favorite appears (highlighted below):

SAP Navigation

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REORDER / DELETE FAVORITES

Step 1. To reorder favorites, click on the favorite (highlighted below).

Step 2. Click the

button to move the favorite down until it is in the desired position (highlighted below).

(If you wish to move the favorite up, click the

button).

The favorite is now repositioned (highlighted below).

Step 3. To delete a favorite, right-click on it and select Delete favorite (highlighted below).

SAP Navigation

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ADD A FAVORITE TO THE DESKTOP

Step 1. To create a shortcut on your desktop, right-click on the favorite and select Create shortcut on the
desktop (highlighted below).

Step 2. The message

will appear on the status bar.

Step 3. To use the shortcut, minimize any open windows and double-click on the shortcut on your desktop.

NOTE: If desired, you can right-click on the shortcut to rename it.

Step 4. Type in your password in the pop-up that appears (highlighted below).

Step 5. Click the

SAP Navigation

button (highlighted above).

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The screen for that shortcut will appear (displayed below).

Step 6. When finished using the transaction code, click the

button until you are at the SAP Easy Access

screen.

SAP Navigation

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USE FIND TO LOCATE TRANSACTIONS

To locate transactions by using the find feature:

Step 1. At the SAP Easy Access screen, click the

button (highlighted below).

NOTE: In screens other than the SAP Easy Access screen, the
specific data, rather than transaction codes as illustrated here.

button will typically search for

Step 2. Type in a search description or transaction code in the Find field (ex: Goods Movement) of the
search pop-up menu (highlighted below).

Step 3. Click the

SAP Navigation

button (highlighted above).

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The results of the search are highlighted below.

Step 4. If desired, click the

button to search for additional occurrences.

Step 5. The additional search results are highlighted below.

NOTE: You can click the

SAP Navigation

button to search for additional occurrences as many times as needed.

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USE THE SAP SEARCH MENU

The SAP Search Menu can be used to search the SAP menu for a transaction code.
To use the SAP Search Menu:

Step 1. At the SAP Easy Access screen, type SEARCH_SAP_MENU in the

and click the

button.

Step 2. In the search pop-up box, enter the screen name or transaction code [ex: Goods Movement] to
search for (as highlighted below):

Step 3. Click the

button (as highlighted above).

Step 4. View the search results as shown below. Scroll down as needed.

NOTES:
The search results for this screen show that the Goods Movement screen can be accessed with transaction
MIGO (as highlighted above).
To read the menu path on this screen, start at the bottom and proceed up (as highlighted above):
Logistics > Materials Management > Inventory Management > Goods Movement > Goods Movement (MIGO)

Step 5. When finished, click the

SAP Navigation

button until you are at the SAP Easy Access Screen.

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DISPLAY TRANSACTION CODES

You can view transaction codes on the SAP Menu by changing the following user settings:

Step 1. At the SAP Easy Access screen click on Extras > Settings (as highlighted below).

Step 2. Select the Display technical names checkbox (highlighted below).

NOTE: You can select the Do not display screen checkbox to change the rippling water background on the
SAP Easy Access menu into a solid blue background.

Step 3. Click the

button (highlighted above).

Step 4. Open the menu structure and view the transaction codes that are now displayed (as highlighted
below).

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DISPLAY CURRENT TRANSACTION

To display the transaction code for the screen you are currently in:

Step 1. At the SAP Easy Access screen, click the

Step 2. Select

SAP Navigation

button (highlighted below).

from the pop-up (highlighted below).

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The following screens illustrate the result of this option:

SAP Navigation

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USE FIELD HISTORY

To display and reuse the values of fields that you have previously typed in:

Step 1. At the SAP Easy Access screen, type the desired transaction code (ex: ME5A) in the
and click the

button.

Step 2. Click in a field where you have previously type in values. (ex: Requisitioner)

Step 3. Press the backspace key on your keyboard.

Step 4. Click on the desired field value [ex: SOWEN] from the drop-down list (highlighted below).

Step 5. The selected value will now populate the field (highlighted below).

Step 6. When finished, click the

SAP Navigation

button until you are at the SAP Easy Access Screen.

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ADJUST FIELD HISTORY OPTIONS

To adjust your field history options:

Step 1. At the SAP Easy Access screen, click the

Step 2. Select

button.

from the drop-down menu.

Step 3. Click on the

tab (highlighted below).

Step 4. Make sure the History option has

selected so that you can retrieve field history (highlighted

above).
NOTE: The

Step 5. When finished, click the

SAP Navigation

button can be used to clear existing history.

button (highlighted above).

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RETRIEVE FIELD VALUES / FIELD HELP

To access a list of the valid values or the picklist for a particular field:

Step 1. At the SAP Easy Access screen, type the desired transaction code (ex: ME51N) in the
and click the

button.

Step 2. Click in the field where you wish to retrieve a valid value (ex: Matl Group - highlighted below).

Step 3. Click the

button (or press the F4 function key).

Step 4. Scroll down if needed to find the desired value.

Step 5. Double-click on the desired value in the pop-up list (ex: 615 - Office Supplies / General highlighted below).

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Step 6. The selected value will appear in the field (highlighted below).

Step 7. For help information on a specific field, click in the field (ex: Matl Group) and press the F1
function key or use the

button.

Step 8. After viewing the field help (shown below), click the

button to close the help screen.

NOTE: Field help can be also be printed using the

SAP Navigation

button.
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CREATE A PERSONALIZED PICKLIST

Some picklists in SAP can be lengthy. To customize these picklists, you can create your own personal list
with the specific items you use on a regular basis.
To create a personal list:
Step 1: At the SAP Easy Access screen, type the desired transaction code (ex: ME51N) in the
Command Field. The Create Purchase Requisition screen appears.
NOTE: You do not have to create a requisition to create a personal list.

Step 2: Single click on the Material group field to highlight it (as shown below).

Step 3: Click on the

(drop-down) button [highlighted above].

Step 4: A listing of the material groups will be displayed as shown above.

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Step 5: Scroll down the list to locate the material group you wish to add to your personal list (ex: Corporate
Express Office Supplies).

Step 6: Single click anywhere on the item (ex: CORP EXPRESS OFF SPL) and a small dark blue box will
appear on that item as shown above.
Step 7: Click on

button to add the selected item to Personal List.

NOTE: After you create your personal list, the

Step 8: Select the

SAP Navigation

button will appear.

button (highlighted below) to display your personal list of material groups.

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Step 9: Your new personal list will now be displayed as shown below.

Step 10: If you would like to see the whole material group list, click on the

button (highlighted above).

Step 11: To add other material groups to your personal list, repeat steps 5 10 above.
NOTES:
- The next time you return to the material group field, your personal List will be displayed. To return to the entire material group list,
click on the

button.

- Personal list may be created for any field that has a pick list in SAP. Just look for the

SAP Navigation

button to add an additional item to your list.

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SCREEN HELP
To access screen help for a particular screen:

Step 1. At the SAP Easy Access screen, type the desired transaction code (ex: ME51N) in the
and click the

button.

Step 2. Click Help > Application Help.

Step 3. After viewing the screen help (highlighted below), click the

SAP Navigation

button to close the help screen.

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SYSTEM HELP
System help allows you to view documentation for every module within the SAP system.
To access system help:

Step 1. On the Menu Bar click: Help > SAP Library.

Step 2. Click the

SAP Navigation

next to SAP Library.

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Step 3. Continue clicking the

to open topics of interest. After locating a topic, double-click on it (ex:

SAP Easy Access Settings - highlighted below) to read the documentation.

NOTES:
- The Getting Started section (highlighted above) is helpful for new users.
- The Index and Search tabs (highlighted above) can be used to search for a particular topic.
- The SAP Help Library is also available at the website: help.sap.com (do not enter www for this web address).

Step 4. When finished, click the

SAP Navigation

button to close the help screen.

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SAP PRINTER SETUP

If you are unable to print SAP documents, check the following settings:

Step 1. On the Menu Bar click: System > User Profile > Own Data (Highlighted below).

Step 2. Click the

tab.

Step 3. Type local in lower case letters in the Output Device field.

Step 4. Click the

SAP Navigation

button.

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