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UCC 20 SAP Overview

Heino Schrader Stefan Weidner
SAP University Competence Center Magdeburg
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Heino Schrader: Heino.Schrader@SAP.COM Stefan Weidner: Weidner@UCC.Uni-Magdeburg.DE

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Copyright 2005 -2008 - All Rights Reserved

s No part of this publication may be reproduced or transmitted in any form or for any purpose without the express permission of SAP UCC Magdeburg . The information contained herein may be changed without prior notice. s Microsoft, WINDOWS, NT, EXCEL, Word, PowerPoint, and SQL Server are registered trademarks of Microsoft Corporation. s IBM, DB2, OS/2, DB2/6000, Parallel Sysplex, MVS/ESA, RS/6000, AIX, S/390, AS/400 , OS/390, and OS/400 are registered trademarks of IBM Corporation. s ORACLE is a registered trademark of ORACLE Corporation. s INFORMIX-OnLine for SAP and Informix Dynamic Server" are registered trademarks of Informix Software Incorporated. s UNIX, X/Open, OSF/1 , and Motif are registered trademarks of the Open Group. s Citrix, the Citrix logo , ICA, Program Neighborhood , MetaFrame, WinFrame, VideoFrame, MultiWin, and other Citrix product names referenced herein are trademarks of Citrix Systems, Inc. s HTML, DHTML , XML, and XHTML are trademarks or registered trademarks of W3C, World Wide Web Consortium , Massachusetts Institute of Technology. s JAVA is a registered trademark of Sun Microsystems, Inc. s JAVASCRIPT is a registered trademark of Sun Microsystems, Inc., used under license for technology invented and implemented by Netscape. s SAP, the SAP logo, R/2, RIVA, R/3, SAP ArchiveLink , SAP Business Workflow, WebFlow , SAP EarlyWatch , BAPI, SAPPHIRE, Management Cockpit , mySAP , mySAP . com, and other SAP products and services mentioned herein as well as their respective logos are trademarks or registered trademarks of SAP AG in Germany and in several other countries all over the world . MarketSet and Enterprise Buyer are jointly owned trademarks of SAP Markets and Commerce One. s All other product and service names mentioned are the trademarks of their respective companies. s The use of screenshots was agreed upon with their respective owners.

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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

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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.

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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 4 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.

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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.

System Help

SAP
New password

Client 900

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Then choose bit 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 IV or Enter. The initial screen containing the SAP Easy Access menu appears.

New password Repeat password

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2 Initial Screen
This is the SAP Easy Access screen as described in more detail below.
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SAP screens consist of the following elements:

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Menu Bar
Menu Edit Favorites Extras System Help

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
SAP Easy Access

The title bar displays the name of the transaction that you are currently using. Application Toolbar
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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.
D Favorites C+ SAP menu

Office Cross-Application Components: ------------------ _ D L^ ALE Distribution Units a Engineering Change Management C' d Classification System [> Collaboration Projects C [ Logistics Cx d Accounting Human Resources b (^ Information Systems F1 Tools SAP

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

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3 Logging off
Choose System 4 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 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.

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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 doubleclick 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. 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 u 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
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Saves your entries on the current screen /transaction

Corresponds to the Esc key and returns you to the previous screen Exits the current transaction Cancels the transaction (in emergencies or if system problems

occur)
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When you leave a C Back 0 transaction by choosing C, You are about to exit. Q), or , this dialog box may appear. Since Do you want to save your data transactions need to be forthis material first? isolated, you can only end transactions by canceling Yes No Cancel them manually (without SAP saving your 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 -7\ End Session.

5 Help
Several types of help are available in the SAP system. The most frequently used ones are the F1and F4 keys. F1 provides you with explanations for fields , menus, functions , and messages. In the F1 help, you can choose Ito get technical information. F4 gives you information and possible entries. You can also call the F4 help by choosing I directly to the right of a selected field. The following screenshot shows examples of F1 and F4 help.

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

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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 I New password and proceed as described in Section 1 Logging on. Enter your new password twice and confirm it by choosing V or Enter.

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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 Favorites Role IDES_MAINTENANOE_SUPERVISOR user, the menu for that role ------------------------ ----- t ---- ------------Display Technical Objects appears when the user logs on to Functional Location the system. The allocation of Equipment roles also ensures integrity of the Material business data. Authorization Measuring Point profiles are generated to restrict Maintenance Processing Notification the activities of users in the SAP Order system, regarding the activities of Gonfirmation the roles . On the right is an L^ , ( Measurement Document example of a menu for a l3 Preventive maintenance maintenance supervisor. In Partners '7 Tero contrast to the menu on page 8, cooz 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. with the By clicking. Favorites 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.
Favnrites: Rol Open folder Insert folder Insert transaction Add other objects VISOR

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SAP

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

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[Add additional objects Select which type of object you want to add

Q Web address or file O Predefined URLs from directory O BSP Application O Generic Web Address (URL Template) O Web source from Drag&& Relate Servlet O External mail system O Knowledge Warehouse
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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 V.

CEAdd a Web addressor file path Text SAP-website Web address or file Continuation httIMmw. p sap.com

6.4 Transaction Codes

SAP

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:
Extras System Help Ctrl+Shift+F8 Ctrl C Settings This is used to specify settings u Display favorites at end of list u Do not display menu, only display favorites u Do not display screen V u Display technical names Favorites Role IDES-MAINTENANCE-SUP a;S Display Technical Objects ............. ........... IL03 - Functional Location IE03 - Equipment MM03 - Material IK03 - Measuring Point d Maintenence Processing d Preventive Maintenance M-W

Administration information Assign users Display documentation Technical details Settings Set start transaction

D L] Partners

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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 MMO3 what happens to the session when you call a transaction. Exits the current transaction Closes the current session Opens a new session

/i /0

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.
CEntertransaction code or menu text Search text entry price comparison I i

Node Nodes Prece ding Prece ding Prece ding Prece ding Prece di ng

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Text Price Comparison List RFQs / Quotations Purchasing Materials Management General Report Selection Information Systems SAP

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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, andlogon 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 C= and select Transaction. 7.3 What is the maximum number of sessions (windows in the SAP system) that you can open in parallel? Number: 4 Close all but two sessions.

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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 4 Administration 4 Monitor 4 System Monitoring 4 User Overview Transaction name: Transaction code: Accounting 4 Financial Accounting - Accounts Receivable 4 Master Records 4 Display Select customer 1000 in company code1 000 and confirm by choosing Enter or V. Transaction name: Transaction code: 7.5 What transactions do you call with the following transaction codes?

VA01 : MMR1 : ME01 : MM02 :

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7.6 Maintaining Favorites To organize your favorites in folders, you first need to create folders (topic areas): Favorites 4 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 4 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.

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Add the following transactions to your favorites. MMR1 - Menu path for creating a raw material: Logistics -;^ Materials Management 4 Material Master 4 Material 4 Create (Special) - Raw Material MM03 - Menu path for creating a material: Logistics 4 Materials Management 4 Material Master 4 Material 4 Display 4 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 SAP UCC website: www.sap-ucc.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)?
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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 DChI Name

1. 2.

Ile ^d ( e-

3. 9.0 ;

j,& -

/1

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7.8 Parameter Settings Choose System 9 User Profile 4 Own Data. On the Maintain User Profile screen, choose the Parameters tab. In a second session, choose Logistics 9 Materials Management 4 Inventory Management 4 Goods Movement 4 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.

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8 Solutions

8.1

Log on to the system indicated by the instructor and change the initial password. Make the user-defined settings. To open and close sessions , choose System - Create Session (or choose I and System 4 End Session. Depending on the system settings, you can open a maximum of six sessions per user session.

8.2 8.3

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 4 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.

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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 DChI Name

0001 0001 1000

01 C1 10

Direct sales CP food 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:

Address

Defaults

Parameter ID Parameter value Short Text LAG 0001 Storage location WRK 1000 Plant 0

SAP

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SAP UA Training IDES Case Studies

Content
01 IDES - The SAP Model Company 02 IDES - The SAP Model Company ( Exercises) 03 Introduction to PP Case Study 04 PP Case Study 05 Introduction to CO Case Study 06 CO Case Study 07 Introduction to LO Case Study 08 LO Case Study 09 Introduction to PS Case Study 10 PS Case Study

IDES Integrated Model Company

for Research and Teaching

October 2009

Claudia Kroliczek, SAP UCC Magdeburg Michael Greulich, SAP UCC Magdeburg

IDES

Introduction