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5/25/18
Table of Contents
Contents
1.0 LOGGING ON AND OFF OF SAP ................................................................................................. 4
1.1 NAVIGATING TO SAP FROM YOUR DESKTOP .................................................................................... 4
1.2 PASSWORD BASICS ....................................................................................................................... 6
1.3 LOGGING OFF ............................................................................................................................... 7
1.4 SYSTEM AUTHORIZATION ............................................................................................................... 8
2.0 USING SAP BASIC FUNCTIONS ................................................................................................. 8
2.1 SAP SAP EASY ACCESS SCREEN ................................................................................................. 9
2.1.1 Pull-Down Menus ................................................................................................................. 9
2.1.2 Standard Toolbar .................................................................................................................. 9
2.1.3 Application Toolbar............................................................................................................. 11
2.1.4 Status Toolbar .................................................................................................................... 11
2.1.5 Open / Close Status Toolbar .............................................................................................. 13
2.1.6 Function Keys ..................................................................................................................... 14
3.0 NAVIGATING SAP TRANSACTIONS ......................................................................................... 15
3.1 MENU PATHS .............................................................................................................................. 15
3.2 SAP EASY ACCESS MENU PATHS ................................................................................................ 15
3.3 CUSTOM USER MENUS ................................................................................................................ 16
3.4 MENU PATH SEARCH ................................................................................................................... 18
3.5 SETTING UP THE FAVORITES FOLDER ........................................................................................... 18
3.6 INSERT A W EB ADDRESS INTO FAVORITES .................................................................................... 20
3.7 USING THE EXIT KEYS ................................................................................................................. 21
3.8 USING SESSIONS ........................................................................................................................ 21
3.8.1 Creating a New Session ..................................................................................................... 22
3.8.2 Viewing Open Sessions ..................................................................................................... 22
3.8.3 Switching Between Sessions ............................................................................................. 23
3.8.4 End a Session .................................................................................................................... 23
3.9 USING TRANSACTION CODES ....................................................................................................... 23
3.9.1 Using the Transaction Code ............................................................................................... 24
3.9.2 Transaction Codes from the History List ............................................................................ 24
3.9.3 Opening a Transaction in a New Session .......................................................................... 25
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4.0 SETTING SYSTEM DEFAULTS AND FAVORITES ................................................................... 26
4.1 SETTING A MAIN DEFAULT SCREEN .............................................................................................. 26
4.2 DISPLAYING TRANSACTION CODES............................................................................................... 28
5.0 SCREEN NAVIGATION ............................................................................................................... 30
5.1 EXPANDING COLUMN HEADERS ................................................................................................... 30
5.2 FIELDS........................................................................................................................................ 33
5.3 TABS .......................................................................................................................................... 35
5.4 HEADER AND ITEM VIEW............................................................................................................... 35
6.0 EXPORTING TO EXCEL ............................................................................................................. 37
6.1 DOWNLOADING DATA TO EXCEL ................................................................................................... 37
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1.0 Logging On and Off of SAP
The first step to using SAP is navigating to the system and then entering your user and password to log
onto the system. This section covers the following Topics:
Navigating to SAP from your Desktop
Gaining Access to SAP
Password Basics
Password Restrictions
Password Samples
Logging on to SAP
Logging off SAP
System Authorization
Note: SAP can also be accessed by double left clicking on the on the desktop.
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2. The System list dialog box displays. Select the appropriate client from the list and double right
click to logon.
Note: The first time you log on to the system you will be prompted with a small dialog box which
requests for you to change your user name and password. See the section on User Name and
Password of you need help on selecting a password.
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3. The SAP Logon Screen displays.
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1.3 Logging Off
1. To logoff the current SAP session, either use the pull down menus and click System Logoff
Maintain HR Master Data
Or click on the close box in the top right corner of the screen
2. The Log off dialog box will display select the Yes button to log off.
Log Off
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4.
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2.1 SAP SAP Easy Access Screen
Below the functional feature of the SAP Easy Access screen are described. The SAP Easy Access
screen is the first screen which displays when you log onto the system.
SAP Easy Access Screen Navigation
The same options are also available from the SAP Easy Access screen.
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SAP Button Name Description
Icon
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SAP Button Name Description
Icon
After entering data into fields and attempting to proceed forward by clicking Enter , to check the
data for problems. After checking the data, one of four kinds of messages could appear in the Status
Bar:
The basic system messages are:
Status Messages
Note: You must acknowledge each Warning Message by pressing Enter or the next infotype screen will
not display. Even if the warning message displays in a popup window, you must close the window and
press Enter.
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The Status Bar indicates general information about the transaction or task in progress, for example, that
a particular transaction is complete.
Status Bar Sample
The right end of the status bar contains system status information. To display viewing options for this
field, perform the following:
1. Click the List to the right of the server name . To display information about
the status of the system. The check in front of the of the word system, as shown below,
indicates this is what display in the status bar..
2. To select an item to appear on the status bar once the list is closed, click on it.
3. For example, if the user clicks on Transaction, the list will close and the current transaction will
appear on the right end of the status bar.
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Status Bar Sample
To close/open the status bar information fields, click Open: as shown in the Open Status bar below:
Open Status Bar
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The first field in the Status Bar can be changed to display various types of information. To change the
field, select the History pull down to select from the following menu of choices below:
Open Status Bar Sample
A check mark next to the option means this is the display at the bottom of the screen. When first using
SAP the most useful display will be Transaction, displaying the transaction code. This helps to gain
familiarity with the transactions.
Help F1
Back F3
Possible entries F4
Select view(s) F5
Organizational F6
Levels
Data F7
Cancel F12
Exit SHIFT+F3
Other material SHIFT+F5
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3.0 Navigating SAP Transactions
3.1 Menu Paths
The initial navigation method for the first time user is the SAP Menu Paths. This works similar to the
Microsoft Windows Explorer in regard to basic navigation. However, instead of opening folders that
contain files, SAP Menu Paths take you down into different levels of the software.
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Sample of Open and Closed Folder
When using the SAP Easy Access Menu Paths a user can select from the SAP or User Menu.
The SAP Menu displays all SAP transactions while the User Menu displays only those
transactions available to the user.
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SAP Easy Access screen
2. To navigate down the menu path, click on the menu’s close to open the path(s) and
transactions below the menu.
3. Continue to open the path until transactions are displayed which have no arrows next to the
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Sample of Open Menu Path
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Sample of How to Drag and Drop
3. Click the Continue . The transaction is added to the Favorites folder with its description.
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Manual Entry of a Transactions screen
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4. Enter the Web address or file name in the next field
Exit Keys
Icon Name Description
Back Moves backward one screen or menu path in reverse order. You
may have to press this button several times to return to the SAP
main menu.
Exit Moves back to the next menu level screen. This button may jump
some menu path screens to display the next menu level up the
menu path structure.
Cancel Cancels the current operation and moves you backward one
screen in reverse order. This button is useful for leaving a
screen when nothing else will work.
Open sessions are useful as they allow for you to display information in one field and enter the data in
another. For example, when creating an organizational unit you may need to display the personnel
number of the employee who is the new chief of the organizational unit. By opening another session
the personnel number can be displayed.
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3.8.1 Creating a New Session
There are two ways to create a new session. The first is through the menu path. To access the menu
path perform the following steps:
Standard Toolbar
2. A new session can also be opened by clicking on the Create New Session icon
located on the Standard toolbar.
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2. The Overview of Sessions dialog box displays.
Overview of Session Dialog Box
End Session
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3.9.1 Using the Transaction Code
Using transaction codes instead of menu paths in most cases is a matter of personal preference. You
may find that transaction codes are quicker to use than menu paths. However, in a few rare cases there
is no menu path to get to a screen, so a transaction code must be used.
It is important to note that even if you choose to frequently use transaction codes, you should still have
a clear understanding of how to use menu paths. While you may not always know the transaction code
for a screen, you can always use the menu path to locate the majority of transactions in the system.
1. To go to a screen in the current session, type the transaction code in the Command field
Command Field
1. Click on the Drop down icon located to the left of the command field.
2. Highlight a displayed item or scroll down to select additional transactions from the list.
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3. Click Enter to go to the selected transaction.
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4.0 Setting System Defaults and Favorites
4.1 Setting a Main Default Screen
SAP has an option for the user to select a specific screen to appear after logon. This option is especially
useful if the user has one screen he/she accesses most frequently.
3. The Set start transaction pop-up screen will appear. In the Transaction code field, type the
code for the desired start screen.
4. Click the Enter icon. The chosen screen is now set as the default.
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Sample of Start Screen Transaction
NOTE: The system displays the message showing the default screen has been set.
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4.2 Displaying Transaction Codes
It is helpful to have the transaction codes display next to the transaction names on the menu. Follow
the instructions below to display the transaction codes on the screen.
1. From the SAP Easy Access menu, choose menu path Extras Settings.
Setting Screen
3. Click the Enter . The transaction codes now display next to the menu path name as shown
below.
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Sample of Menu Path with Displayed
TIP: If it is necessary to determine which transaction is currently displayed, perform the following:
2. The transaction code is shown in the Transaction field of the System: Status screen
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System Status Screen
2. Place the cursor on the border of a column to be expanded; the cursor will change to the
following shape; click and drag to expand the column header.
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Place cursor on any column border
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Table Setting Screen
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Screen with Expanded Columns
5.2 Fields
Each field contains two parts: a Field name and the Entry field where data is entered, changed, or
displayed.
If a particular field has a grey background, this is a display only field. If the field has a white background,
data entry is possible. This is known as an input or entry field.
Fields with the Drop-down menu icon next to them have a drop-down list of options for the field. To
select one of the options, click the icon and then double-click on the desired option.
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Sample of Down-down Menu
Mandatory or required fields are sometimes marked with a . An entry must be made before the
user can proceed.
If a mandatory or required field has not been entered and the user attempts to process the transaction,
the system will not proceed. It will prompt for an entry in the field.
Default fields are fields in which the system automatically places entries. These entries, however, can
be changed. See “Setting System Defaults and Favorites.”
In Optional fields, entries can be made but are not required. These fields can be used to help narrow
searches in SAP.
Additional navigational features on a transaction processing screen include check boxes and radio
buttons. Check boxes allow users to select several options simultaneously within a group. Radio
buttons require users to select one option only.
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5.3 Tabs
Some SAP screens have information about a particular sample, material, etc. organized onto different
tabs. The tabs allow the user to easily access and enter information without having to go into separate
screens.
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entire document. Data entered into the Item overview affects items such as material and quantity. Data
entered into the Item details affects only that specific item.
Header
Details
Item
information
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6.0 Exporting to Excel
SAP provides standard reports (each with its own transaction code), ABAP/Query reports, and custom
developed reports that are specific to the needs of SLPS. It is also possible to download SAP information
into Excel. Once the data is downloaded, it can be used as with any Excel worksheet.
There are different techniques to download data into Excel, depending on the type of screen being
used. This option, however, is not available from all SAP screens.
To determine if a screen will allow the export of information into Excel, go to the menu bar and select
List. If the drop-down menu shows the Spreadsheet option, the data on the screen can be exported.
NOTE: If the Spreadsheet option is not available, the user can still save the data by going to System
> List > Save on the Menu Bar.
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2. The Excel: Number of Key Columns pop-up will display the number of columns that will appear
on your spreadsheet.
3. Click Enter .
4. The Export pop-up screen displays. Select the Table radio button
5. Click Enter .
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Export List Object to XXL screen
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