SAP

BASIC
NAVIGATION
GUIDE
EMBED Word.Picture.8

SAP BASIC NAVIGATION GUIDE

TABLE OF CONTENTS

TABLE OF CONTENTS.......15
A. LOGGING ON TO THE SYSTEM..16
Changing Your Password For The First Time..17
Suggestions Passwords..17
Rules for Choosing A New Password for SAP.17
B. CHANGING YOUR PASSWORD PERIODICALLY17
C. NAVIGATING THE SAP EASY ACCESS USER MENU.18
D. CREATING FAVORITES IN SAP EASY ACCESS USER MENU..19
E. COMPONENTS OF THE SAP R/3 SCREEN..20
Menu Bar......20
Standard Toolbar...21
Title Bar21
Application Bar.21
F. STATUS AND SYSTEM MESSAGES22
G. VIEWING TRANSACTION CODES......23
H. NAVIGATING BY TRANSACTION CODES...24
I. ENTERING DATA IN SAP R/3....25
Dropdown Lists..25
Matchcode Searches...26
Saving Favorite Matchcode Searches27
Creating Table Variants.28
J. REPORTING.29
Saving Reports to an External File....29
Printing Reports.....31
Printing Screen Shots.20
K. SETTING YOUR USER DEFAULTS.32
L. SETTING YOUR USER PARAMETERS...33

A. LOGGING ON TO THE SYSTEM

STEP 1: Click on the SAP Logon icon on your desktop or go to
Start>Programs>SAP Front End> SAP Logon

STEP 2: On the SAP Logon Pad, click on WAQ (WA Quality Assurance)
Note: Your logon pad might look a little different but you will be able to find WAQ (WA
Quality Assurancce) on the pad.

STEP 3: Click in the Client field and change it to 520 to access Training Sandbox.
STEP 4: Click on the user field and enter your username, which is the same with your
network username.
Enter button
STEP 5: Click on the password field and type your password, which will be a generic
password for everyone.
STEP 6: Hit enter or click on the green check button on the top left side of the screen.
New Password
Leave language field empty.

Client
User

Password
Language

Exhibit 1: SAP Password Screen

Changing Your Password For the First Time:

STEP 7: The first time you use SAP; it will bring up a new password dialog box for you
to change your password. Type your new password in the new password and repeat
password boxes.
NOTE: CHANGING YOUR PASSWORD IS THE FIRST THING THAT YOU
WILL DO AT GO LIVE!
Suggestions- Passwords:

Dont try to delete the asterisk on the password line-the asterisks are permanent.
System requires password change every 90 days and prompts you to change your
password.
Record your password somewhere close so that you can access it easily if you
forget it.
If you forget your SAP password, call or email to the Welch Allyn helpdesk
(x2600)

Rules for Choosing A New Password for SAP

Please choose a password using the rules below. Your password:

Must be at least 6 but not more than 8 characters

Cannot begin with a "?" or a "!" Or a blank space

First 3 characters cannot be identical (ex. AAA)

First 3 characters can not appear in the same sequence as in your User ID

Can not contain 3 consecutive characters from your User ID

be any oflogin
yourand
last
5 passwords
(cannot
use
the
initial
WhenCan
you not
successfully
change
your password,
you
will
come
to password)
the SAP easy
screen.
Exhibit
2)"pass" or init"
access
Can
not (See
be the
words

Is not case-sensitive
B. CHANGING YOUR PASSWORD PERIODICALLY
Users should change their passwords every three months. In order to change your
password:
STEP 1: Type your username and password. (Dont hit enter)
STEP 2: Click on New Password button. (See Exhibit 1) A pop-up box will appear.
STEP 3: Type your new password twice: in the New Password and Repeat
Password input fields. Hit Enter or click on the Enter button on the bottom left side of
the pop up box.

If you need to cancel out of the pop up box without making any changes, hit Escape (Esc)
key on the keyboard or hit cancel button.
C. NAVIGATING THE SAP EASY ACCESS USER MENU
Below is the first screen you will see upon successfully entering username and password.

Exhibit 2: SAP Easy Access User

Screen
Logistics
STEP 1: You can see each subfolder by clicking on the arrow sign (twisty) next to the
Materials Management
folder. For example if you want to create a purchase order you can click on the arrows
Purchasing next to Logistics and then Materials Management, Purchasing and Purchase
Requisition.
Transactions
STEP 2: As you do that, you can see how the arrows (twisties) turn upside down and
folders expand to show the subfolders.
STEP 3: Once you do this, you will see the transactions in Purchasing. (See Exhibit-3
Below) You can then double-click on the create transaction to run it.

Exhibit 3: View of Folders, Subfolders and Transactions

D. CREATING FAVORITES IN SAP EASY ACCESS USER MENU

PURPOSE: Allows you to reach the transactions in one step instead of drilling down in
the SAP Easy Access Menu.
STEP 1: Navigate the easy access user menu until you reach the transaction, which you
want to add to the favorites (See Part E of this guide for help with navigation)
STEP 2: Put your cursor on the transaction and observe that the cursor becomes a white
arrow.
STEP 3: Right click once and choose Add to Favorites on the menu that appears when
you right click. Your favorites menu will look similar to the menu on Exhibit 4. From
now on, you can access the same transaction from either Favorites or SAP menu.
NOTE: You can also use the drag-and drop method or copy and paste the transaction
after step 1. These procedures are similar to the ones you would use in Windows
Explorer.

Favorites Folder
Copied Transaction

Other Transactions

Exhibit 4: Favorites Folder

E. COMPONENTS OF THE SAP R/3 SCREEN
Enter FB50 in the Command Field to display this screen.

Menu Bar
Standard Toolbar
Title Bar
Application Bar
Screen
Input Field

Exhibit 5: Components of SAP Screen

Menu Bar
Includes dropdown menus that are specific to the current screen and the function
you are performing.
Only the System and Help dropdown menus appear on all screens.
Menu Bar

System

Help

Minimize/ Restore/Close
Create new session

Standard
Toolbar
Customize Local Layout
Green Check Command Field Save Back
Cancel
Exit
Session
Enter

Standard Toolbar

Look for Hard Copy to print

any single screen

Exhibit 6: Menu Bar and Standard Toolbar

Includes the shortcut buttons that can be used in all screens.

Please see Exhibit 6 for the buttons that appear on the Standard Toolbar. The
functionalities of these buttons are explained below:

Enter: The green check icon confirms the data you have selected or entered on the
screen. Clicking on the Enter icon allows you to proceed to the next screen. This icon
performs the same function as the Enter key.
Command Field: The Command field is used to quickly access SAP R/3 functions.
Access the Command field by clicking on the arrow next to the Enter icon in the toolbar.
This field is used to enter transaction codes. Transaction codes are one way of navigating
through the SAP R/3 screens and will be explained later in this course.
Save: The Save icon saves the data that you entered on a SAP R/3 screen. Clicking on
Save icon performs the same function as selecting the Save function in the Edit
menu.
Back: The Back icon returns you to the previous screen without saving your data. If
you click the Back icon while in the Displaying a Purchase Order screen, you will be
returned to the Purchase Order Initial Screen.
Exit Session: The Exit Session icon exits the current transaction without saving your
data. The system returns to the first screen of the transaction or to the main menu screen.
On the Main Menu Screen, this button enables the user to log off.
Cancel: The Cancel icon exits the current task without saving your data, but allows you
to stay in the same transaction.
Title Bar

Shows the name of the screen that you are currently working in.

Application Bar

Displays icons that are specific to the current screen that you are working on.
These icons are shortcuts to the functions that appear on the screen you are
working on.

F. STATUS BAR AND SYSTEM MESSAGES

Status Bar

Server Name

Data Entry Mode:

INS for Insert Mode
OVT for Over-write mode

Exhibit 7: Status Bar

Exhibit 7 above shows the status bar. The left side of the bar displays System Messages.
On the next page, you will find the types of displays and their implications.

Exhibit 8: System Messages

G. VIEWING TRANSACTION CODES

PURPOSE: Allows you to see the transaction codes next to the names of the transaction
in the SAP Easy Access User Menu. You need to perform this procedure only once. Then
you can use these codes to quickly navigate in SAP. (This is further explained in Part I of
this guide)
STEP 1: Log on to SAP if you already havent. (See Part A of this guide for help with
logging on)
STEP 2: Click on the Extras drop down menu on the Menu Bar.
STEP 3: Choose Settings on the Extras menu. Settings pop-up box will appear.

STEP 4: Make sure there is a check next to the Display Technical Names option and hit
enter.

NOTE: THIS IS THE SECOND THING THAT YOU WILL DO AT GO LIVE!

H. NAVIGATING BY TRANSACTION CODES
PURPOSE: Allows you to go to the transaction screen in one step instead of going
through folders or using the favorites folder. You may want to use this option if you tend
to memorize
transaction codes or if you dontCommand
like using favorites
Command
Field Arrow
Field option.
STEP 1: If you dont already see the command field on the Standard Toolbar, click on the
command field arrow. (See Exhibit 9)

A. Command Field Is Not Visible

B. Command Field is Visible After Clicking onthe Arrow

Exhibit 9: Viewing the Command Field

STEP 2: Click in the command field and type the name of the transaction. Hit Enter.

TIPS:
If you want to view another transaction number while youre already in a
transaction, write /n in front of the transaction code. eg: /ncs02

If you want to view a transaction code in a new browser, put /o in front of it.
Eg: /ocs02

I. ENTERING DATA IN SAP R/3

STEP 1: Log on to SAP. (See Part A of this guide for help with logging on)
STEP 2: Enter data into fields by clicking into the input fields or using the dropdown
lists or matchcode searches (See below)
NOTE: There are two types of input fields; optional and mandatory. You will receive
Error Messages if you dont fill the Mandatory Fields. Most of the Mandatory fields are
shown with a check mark in the field.
Dropdown Lists
Type VA01 in Command Field
STEP 1: Click on the Possible Entries icon next to the input field to see the list of
possible entries for that specific input field. (See Exhibit 10)

Plant
field

Possible
Entries icon

Exhibit 10: Using Dropdown Lists

Step 2: Select Rush Order or so and hit the green check mark.
NOTE: To test the dropdown lists, try transaction code VA01. The Order Type field
has a drop down list. In order to learn more about a field in SAP, click in the field once
and hit the F1 key on your keyboard.

Matchcode Searches
PURPOSE: Matchcodes search functions are used when there are too many possible
field values to be displayed in a simple list. By using matchcodes, you can narrow down
your options.
Note: To see a sample matchcode search box, leave order type so and check the green
check mark. The Sold To Party field on that transaction has a Matchcode search.
STEP 1: Click on the Possible Entries icon next to the input field.
STEP 2: Narrow the search by specifying additional search criteria: The icon on the top
right corner of the page provides a menu of additional search options. These options act
as filters for narrowing down the number of vendors that meet the search criteria.

List of
Search
Criteria
Options

Exhibit 11: Performing Matchcode Search

STEP 3: Click on the criterion you want to search by.
STEP 4: Enter the data into the input fields to perform your search and hit enter.

List of Search
Criteria
Options

Saving Favorite Matchcode Searches

Saving your favorite matchcode searches will save you time by enabling you to quickly
find the information you frequently use.
STEP 1: Click into a field that you want to do the matchcode search for. Click into the
dropdown button that will appear on the right of the field when you click into a field.
STEP 2: After clicking on the button, a menu will appear that is similar to the one below.

STEP 3: Restrict the values through entering criteria if you want (see arrow above). You
can also leave all fields empty to see all options and just hit the green check mark.

STEP 4: Click on selected items and click on the

to your personal list.

button to add the selected material

STEP 5: To see your personal list contents, click on

STEP 6: To delete an item from your personal list, click on the item to highlight it and
then click on

to delete.

STEP 7: To see the whole list again, click on the

button and then

Creating Table Variants

You can create variants for tables and hide columns, see the columns in a specific order,
and save these settings. You can create multiple variants for a table.
STEP 1: First change the screen layout. You can drag columns and reorder them, as well
as hide or change the width of a column. (Before Receiving Point column is moved)

STEP 2: After changing the layout the way you want, click on the Table Settings button
that is on the top right corner of the table. (See the exhibit below, notice Receiving
Point has been moved next to Description)

STEP 3: Table settings pop-up box will appear. Type the variant name in the Variant
field. If you want this table to automatically setup the way you just created, click on the
Use as standard setting checkbox. And hit the Create button.

Table Settings

NOTE: If you will have multiple variants, you may want to give these variants
meaningful names that will help you separate them from each other.
STEP 4: You can overwrite the same variants and also delete variants by selecting them
from the drop down menu next to the delete button and then clicking on the delete button.

J. REPORTING
Saving Reports to an External File
STEP 1: Execute a report (eg: VKM1)
STEP 2: From the toolbar, select List > Export > Local File to export the report into
excel (Or in some cases List>Save>File )

Note: Saving, exporting and printing reports are usually under the List menu but this is
not standard across all transactions. If you dont see the list menu, please look under
System Menu.

STEP 3: The Export Object List pop up box will appear. Select Spreadsheet in the radio
box and click on the green check mark.

STEP 4: You may choose where you want the file to be saved and rename the file.

STEP 5: Select Desktop to save to your desktop and choose a name for the file.

STEP 6: The file location and name will appear, hit the Transfer button to complete the
export.

STEP 7: Look for an icon on your desktop

Printing Reports
STEP 1: While in report, click on List > Print.

STEP 2: Print page will appear. Type LOCL in the Output Device field or select Local
Printer from the match code search menu. Click on green check mark. You can print all
pages or a range of pages just as you can in Windows applications. (see diagram on next
page)

STEP 3: Select the green check to print

K. SETTING YOUR USER DEFAULTS
STEP 1: Follow the menu path: System > User profile > Own data or enter the
transaction code: /nsu3. A new SAP session opens and the "Maintain User Profile" screen
appears.
STEP 2: Click the Defaults tab.
STEP 3: Find the SAP printer that you want to print to in the Output Device field.
Change decimal notation, date format and personal time if needed.

L. SETTING YOUR USER PARAMETERS

PURPOSE: In the transactions that you normally use, there may be some screens in
which you always enter the same value such as your cost object number. The Parameters
screen lets you make certain values default into a field or screen.
NOTES: 1. Not every field has a parameter ID.
2. Setting parameters for fields does not stop you from using other values for
the same field.
STEP 1: Go to the screen you want to create a default value for, for example the
Display Rate Routing Screen (Transaction Code CA23)
STEP 2: Click on the field for which you want to create a default value, for example the
Plant field.
STEP 3: Press the F1 key on the keyboard to access the Help screen.
STEP 4: Click the Technical Info button
appears.

The "Technical Information" screen

STEP 5: Write down the parameter ID value; in this case it will be WRK.
STEP 6: Click the Enter button

twice to return to the transaction screen.

STEP 7: Follow the menu path: System > User profile > Own data or enter the
transaction code: /nsu3. A new SAP session opens and the "Maintain User Profile" screen
appears.
STEP 8: Click the Parameters tab.

STEP 9: Enter the Parameter ID you obtained from the Technical Information screen in a
blank Parameters field.
STEP 10: Enter the value you want as the default in the corresponding Value field. The
Text field will be filled in after you log off and log on again to SAP and the list of
parameters will be in alphabetical order.
STEP 11: Click the Save button
cancel your changes.

to save your changes or click the Exit button

to