Navigation Course

Copyright 2005-2007 – All Rights Reserved

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© SAP UCC, May 2007 Page 2/22

Contents

1 Logging on.................................................................................................... 5
2 Initial Screen................................................................................................. 7
3 Logging off ................................................................................................... 8
4 Working in the SAP System ........................................................................ 9
4.1 Introduction............................................................................................ 9
4.2 Practical Work ..................................................................................... 10
5 Help ........................................................................................................ 11
6 Annex ........................................................................................................ 13
6.1 Rules for Passwords............................................................................ 13
6.2 Role Concept....................................................................................... 14
6.3 Favorites.............................................................................................. 14
6.4 Transaction Codes............................................................................... 15
7 Exercises .................................................................................................... 17
8 Solutions..................................................................................................... 21

© SAP UCC, May 2007 Page 3/22

Purpose

This material explains how to navigate in SAP systems. It is aimed at students

at educational institutions, such as schools, universities of cooperative
education, universities of applied sciences, and other universities, with no
previous experience of SAP software. It can be used in the classroom or for
self-study.

On completion of the course, students will be able to navigate through the user
interface to deal with business processes and case studies.

The material also serves as a reference for occasional users of SAP systems.

Learning Method

The learning method used is “guided learning.” This is a suitable method

because navigating in SAP systems is a fundamental skill yet there is a lot to
learn.

The benefit of this method is that specialist knowledge is imparted quickly.

Students also acquire practical skills and competencies. As with an exercise,
screenshots explain a process or procedure in detail.

Finally, exercises enable students to put their knowledge into practice and
retain it in the long term.

© SAP UCC, May 2007 Page 4/22

1 Logging on

To work with an SAP system, you must first connect to it on an application

server using a client. An SAP GUI must be installed on your computer. If it is
not, contact your system administrator.

Double-click this icon on your desktop. If the icon is not there, choose
Start  All Programs  SAP Front End  SAP Logon.

A dialog box similar to the one shown on the

right appears. The list of systems may be
longer than in the dialog box shown here.
Select the SAP system specified by your
lecturer and choose Log on or Enter.

The logon screen appears. Enter the client,

your user, password, and preferred
language.

© SAP

© SAP
© SAP

© SAP UCC, May 2007 Page 5/22

Before you log on, you need to know the definition of the term “client.”
SAP systems are client systems. With the client concept, you can manage
several separate companies at the same time in one system.

Clients are the highest organizational level in the system. In business terms,
each client can represent a group of companies, a company, or a works –
regardless of the size of the organization. In commercial, organizational, and
technical terms, a client is therefore a self-contained unit with separate master
records and its own set of tables. In SAP systems, the different clients are
identified by their client numbers.

Enter the client number specified by your lecturer. For you to be able to log on
as a user, a user master record must be created for you in the relevant client.
For reasons of access protection, you must enter a password when you log on.
Your entries here are not case-sensitive. In the example shown below, it would
also be correct to enter “ucc-99.”

SAP systems are multilingual. You choose the language of your current session
in the Language field.

© SAP

Then choose or Enter.

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When you log on for the first time,
the system requests you to change
your password (the rules for
passwords are given in the annex
on page 13). To confirm your new
password, choose or Enter.
When you log on for the first time,
the copyright notice appears.
Confirm it with or Enter. The
initial screen containing the SAP
Easy Access menu appears.

© SAP

2 Initial Screen

This is the SAP Easy Access screen as described in more detail below.

© SAP
SAP screens consist of the following elements:

© SAP UCC, May 2007 Page 7/22

 • Menu Bar

The menus shown on the menu bar depend on the application you are using;
that is, they are context-sensitive. Most menus have submenus.

• Standard Toolbar

The icons on the standard toolbar are available on all screens. Icons that you
cannot use in the current application are grayed out. When you hold the cursor
over an icon, a quick info text appears.

• Title Bar

The title bar displays the name of the transaction that you are currently using.

• Application Toolbar

The application toolbar contains icons that you can use in the application that
you are currently using.

• SAP Easy Access Menu

The SAP system displays the SAP
Easy Access menu on the start
screen as standard. It enables you
to navigate in the system using a
clear tree structure. You click the
small arrows to expand the menu
tree. The menu tree is specific to
your role (function in the company).
SAP’s role concept is described in
the annex on page 14. © SAP
© SAP

• Status Bar

The status bar shows information about the current system status and warning
and error messages.

© SAP UCC, May 2007 Page 8/22

3 Logging off

Choose System  Log off to

end the current session. The
confirmation prompt shown
on the right informs you that
unsaved data will be lost.
Once you are certain that
© SAP
you have saved all entries,
you can confirm the prompt by choosing Yes.

4 Working in the SAP System

4.1 Introduction

Before you get started in the SAP system, you need to know the definition of
various terms.

Business scenario: a group of related business transactions belonging to a

particular organizational area that fulfill a related purpose in the company, for
example preparation of the balance sheet, personnel administration,
purchasing, service, or production.

Organizational unit: organizational grouping of areas of the company that

belong together for legal or other business reasons. Examples of organizational
units are company, sales office, and profit center.

Master data: data stored in the system over a long period of time for business
processes. Examples are customer, material, and supplier.

Transaction data: transaction-specific data that is short-lived and assigned to

certain master data, for example a customer. Transaction data created when
executing transactions is stored as documents. Examples of documents are
sales order, purchase order, material document, and posting document.

Transaction: an application program that executes business transactions in the

system, such as create sales order or post incoming payments.

© SAP UCC, May 2007 Page 9/22

4.2 Practical Work

There are three ways of calling transactions in the SAP system.

Easy Access Menu

You use the tree structures of the
Easy Access menu to navigate to
a transaction. You then double-
click the transaction to call it.

Favorites
If you use a transaction
frequently, you can use
Drag&Drop to add it to your
favorites (or choose Favorites 
Add). You can then double-click it
to call it without having to
navigate through the SAP Easy
Access menu. The annex starting
on page 13 contains more tips. © SAP

Transaction Code
A transaction code is assigned to each transaction (not each screen) in the SAP
system. The annex starting on page 13 contains tips on displaying and finding
these codes and other navigation options.
Attention: The command field in which
or
you enter the transaction code is at the
top on the left and is hidden by default. Click the small arrow symbol to show it.

The following section describes how to navigate in transactions but does not
examine the business context.

The standard toolbar contains five important icons:

(also ) Corresponds to the Enter key and confirms your entries

Saves your entries on the current screen/transaction
Corresponds to the Esc key and returns you to the previous
screen
Exits the current transaction
(also ) Cancels the transaction (in emergencies or if system problems
occur)

© SAP UCC, May 2007 Page 10/22

When you leave a
transaction by choosing ,
, or , this dialog box
may appear. Since
transactions need to be
isolated, you can only end
transactions by canceling
them manually (without
saving your © SAP
entries in the database) or saving the data that you entered (corresponds to
INSERT, UPDATE, or DELETE in a database).

Sessions

It may be useful while you are working to work on two or more transactions at
the same time. In SAP systems, you can open up to six sessions
simultaneously with real parallel processing.

To open a new session, choose or System  Create Session.

To close a session, choose or System  End Session.

5 Help

Several types of help are available in the SAP system. The most frequently
used ones are the F1 and F4 keys.

F1 provides you with explanations for fields, menus, functions, and messages.
In the F1 help, you can choose to get technical information.

F4 gives you information and possible entries. You can also call the F4 help by
choosing directly to the right of a selected field.

The following screenshot shows examples of F1 and F4 help.

© SAP UCC, May 2007 Page 11/22

 © SAP

You can see from the F4 help search screen shown above that you can use *
for wildcard searches, enabling you search easily in string-based fields. For
example, enter “Becker*” to find all customers whose name starts with “Becker.”

The Help menu contains more help. Choose

Application Help for context-sensitive help on
the transaction you are currently using.
Choose SAP Library to open the online SAP
Library. You can also access it on the Internet
at help.sap.com. Choose Glossary to open
the extensive glossary of SAP terminology.
Choose SAP Service Marketplace to open
SAP’s service portals (service.sap.com).
© SAP

© SAP UCC, May 2007 Page 12/22

6 Annex

6.1 Rules for Passwords

A password is combination of characters that you enter every time you log on to
an SAP system. You must memorize your password. You cannot log on to the
SAP system without it.

When creating a password, you must follow these requirements:

• Passwords are not case-sensitive.

• You must use at least three but no more than eight characters.
• You can use combinations of alphanumeric characters, including letters,
numbers, spaces, and punctuation marks.
• Do not begin a password with ! or ?
• There must be no spaces in the first three characters.
• The first three characters cannot be identical.
• The sequence of the first three characters cannot be contained in your
user name.
• Passwords such as DDIC, PASS, INIT, or SAP* are not accepted.
• You can change your password at any time but only once per day.
• You cannot use any of the last five passwords you used.

Suggestion: Your user name should correspond to the first eight letters of the
course name or your last name. If you have the same name as someone else,
you could put a two-digit number at the end.

You can only change your password on the logon screen. To do so, proceed as
described in Section 1 Logging on. Enter the client number, your SAP user
name, your old password, and if necessary the language. Choose
and proceed as described in Section 1 Logging on. Enter your new password
twice and confirm it by choosing or Enter.

© SAP UCC, May 2007 Page 13/22

6.2 Role Concept

Roles are collections of activities used in business scenarios. You access the
transactions, reports, and Web-based applications for your role from your user
menu. SAP systems contain a large number of predefined roles.

When a role is assigned to a

user, the menu for that role
appears when the user logs on to
the system. The allocation of
roles also ensures integrity of the
business data. Authorization
profiles are generated to restrict
the activities of users in the SAP
system, regarding the activities of
the roles. On the right is an
example of a menu for a
maintenance supervisor. In
contrast to the menu on page 8,
the menu items Accounting and
Human Resources are not © SAP
present.
The role concept therefore does not just restrict rights but also results in
personalized user menus.

6.3 Favorites

Besides adding transactions to your favorites, as described in Section 4.2

Practical Work, you can add objects such as reports, files, and Web addresses.

By clicking Favorites with the

secondary mouse button, you can
create your own folder structure.
You can also add other objects (URL,
BSP, mail system, SAPscript). You
choose the applicable objects in the
dialog box and enter the relevant data
in the fields.
© SAP

Here is an example of how to add a Web site to your favorites.

© SAP UCC, May 2007 Page 14/22

 To add the SAP AG Web site to your
favorites, click Favorites with the secondary
mouse button. Choose Add Other Objects
then Web Address or File. In the dialog box,
enter a name and the URL. To confirm,
choose .

© SAP
6.4 Transaction Codes

The quickest way to call a transaction in the SAP system is to enter the
transaction code. Every transaction has a code, which generally has four
characters. To find these, make the following settings:

© SAP

© SAP UCC, May 2007 Page 15/22

If you know the code for a transaction, you can enter it in the command field.
Choose Enter: The initial screen of the transaction appears.

You use various control parameters to influence

what happens to the session when you call a
transaction.

/n Exits the current transaction

/i Closes the current session
/o Opens a new session

You can combine these with the transaction codes. For example, /oMM03
opens a new session and calls transaction Display Material.

You can also search for transactions in the SAP system using transaction
SEARCH_SAP_MENU.

© SAP

© SAP UCC, May 2007 Page 16/22

7 Exercises

After completing these exercises, you will be able to:

• Log on to an SAP system
• Identify transaction codes
• Access information in the SAP Library
• Use F1 and F4 help
• Make various user-defined settings
• Maintain your favorites

All menu paths in the exercise are based on the standard SAP menu.

7.1 Logging on to the System

Open the system used for this training course. Use the client, user
name, initial password, and logon language below as provided by your
course instructor. When you log on for the first time, a dialog box
appears in which you enter the new password that you have chosen
twice.

Client: _ _ _ User: _ _ _-## Password: _________

7.2 User-Defined Settings

- Extras  Settings: Select Display Technical Names.

- Choose on the standard toolbar (far right).
- Choose Options. On the Options tab, select Dialog Box at Success
Message and Dialog Box at Warning Message.
- In the status bar at the bottom, choose and select Transaction.

7.3 What is the maximum number of sessions (windows in the SAP

system) that you can open in parallel?

Number: __

 Close all but two sessions.

© SAP UCC, May 2007 Page 17/22

7.4 What are the names of the transactions that you reach from the
standard SAP menu and what are the transaction codes for calling
them?

Tools  Administration  Monitor  System Monitoring  User

Overview

Transaction name:
Transaction code:

Accounting  Financial Accounting  Accounts Receivable 

Master Records  Display

Select customer 1000 in company code 1000 and confirm by choosing

Enter or .

Transaction name:
Transaction code:

7.5 What transactions do you call with the following transaction codes?

VA01: ___________________________
MMR1:
ME01:
MM02:

7.6 Maintaining Favorites

To organize your favorites in folders, you first need to create folders

(topic areas): Favorites  Insert Folder. Give the folder a name. You
can create as many folders as you like. You can move folders using
Drag&Drop.
To create favorites, find particular applications (transactions) in the
Easy Access menu that you need to deal with case studies. Select an
application and choose Favorites  Add to add entries to your favorites
list. You can also move them (Favorites  Move). Moreover, you can
add and move favorites using Drag&Drop.

© SAP UCC, May 2007 Page 18/22

 Add the following transactions to your favorites.

MMR1 – Menu path for creating a raw material:

Logistics  Materials Management  Material Master 
Material  Create (Special)  Raw Material

MM03 – Menu path for creating a material:

Logistics  Materials Management  Material Master 
Material  Display  Display Current

To add URLs, click Favorites in the SAP menu with the secondary
mouse button and choose Add Other Objects. Choose Web Address or
File and confirm by choosing Enter.
Create a link to the Web site of the German UCCs:
www.sap-hcc.de

7.7 Using Help

F1 Help
Call transaction VA01 and click in the Sales Organization field. Choose
the F1 help.
What is a sales organization (in a few key words)?

F4 Help
Close the dialog box containing the definition of a sales organization.
Do not leave the initial screen of transaction VA01. Click in the
Distribution Channel field. What are the names of the first three
distribution channels listed and to which sales organization are they
assigned?

SOrg DChl Name

1.
2.
3.

© SAP UCC, May 2007 Page 19/22

7.8 Parameter Settings

Choose System  User Profile  Own Data.

On the Maintain User Profile screen, choose the Parameters tab.

In a second session, choose Logistics  Materials Management 

Inventory Management  Goods Movement  Goods Issue.

On the Enter Goods Issue: Initial Screen, click in the Plant field and
choose F1. The Performance Assistant opens. Choose with the
quick info text Technical Information. Read the parameter ID given in
the Technical Info screen.

Switch to the first session.

Enter the parameter ID and the associated plant (plant 1000 is always
used in this training course). Confirm by choosing Enter. Do not leave
the screen.

Repeat the procedure described for the Storage Location field. Storage
location 0001 is used in this training course.

© SAP UCC, May 2007 Page 20/22

8 Solutions

8.1 Log on to the system indicated by the instructor and change the initial
password.

8.2 Make the user-defined settings.

8.3 To open and close sessions, choose System  Create Session (or
choose ) and System  End Session.

Depending on the system settings, you can open a maximum of six

sessions per user session.

8.4 Transaction code: SM04

Screen: User List

Transaction code: FD03

Screen: Display Customer: General Data

8.5 Transaction code: VA01

Screen: Create Sales Order: Initial Screen

Transaction code: MMR1

Screen: Create Raw Material: Initial Screen

Transaction code: ME01

Screen: Maintain Source List: Initial Screen

Transaction code: MM02

Screen: Change Material: Initial Screen

8.6 Choose Favorites  Insert Folder to create a folder with any name.

Add transactions MMR1 and MM03 to your favorites.

Create a link to the Web site of the German HCCs in your favorites.

© SAP UCC, May 2007 Page 21/22

8.7 An organizational unit responsible for the sale of certain products or
services. The responsibility of a sales organization may include legal
liability for products and customer claims.

SOrg DChl Name

0001 01 Direct sales
0001 C1 CP food
1000 10 End customer sales

8.8 To determine the parameter IDs of the Plant and Storage Location
fields, proceed as described in the exercises. Enter the parameter IDs
and the associated values in the parameter list. The following screen
appears:

© SAP

© SAP UCC, May 2007 Page 22/22