2. Objectives
Logging on to SAP
The SAP Main Menu
The SAP Interface
On-Line Help
Using Transaction Codes
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3. What is SAP?
‘Enterprise Resource Planning’ (ERP) software - an
enterprise-wide, integrated, relational-data-base,
client-server information system.
SAP software is said to be the largest-selling software
of its type in its target large-firm market. Versions
include R/3, ECC5.0 and ECC6.0.
SAP has also released SME solutions e.g.
SAP* ‘Business byDesign’.
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5. Main SAP Modules
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This diagram provides a glimpse of some
of the main modules in an SAP system.
Some are accounting related, but others
are concerned with logistics and human
resources. Industry solutions are
available for most industries worldwide.
Workflow is a module that helps to ensure
that the steps in processing transactions
are followed in an appropriate sequence
and in a timely manner.
SAP software is seen as enterprise-wide
since it can cover all areas within an
organisation. All SAP modules are fully
integrated, sharing database tables and
automatically updating related areas,
such as the general ledger.
7. The Build or Buy Decision?
Build = In-house development – some issues:
» Tailored to needs; but best practice?
» Need qualified staff
» Time and cost of development
» Risk of software errors
» Documentation to be developed
» Ongoing maintenance
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8. The Build or Buy Decision?
Buy = Enterprise system - some issues:
» Ready-made – software written, tested and widely used
» Incorporates best practice
» Well-documented
» Training available
» Perceived as more expensive
» Must be configured to suit organisation (customisation)
» Changes do not require substantial programming effort
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9. Four Accounting-Related Processes in SAP
Logistics
» Materials Management (MM - Purchases of inventory)
» Sales and Distribution (SD - Sales of inventory)
Accounting
» Financial Accounting (FI)
General ledger
Accounts receivable (Customers)
Accounts payable (Vendors)
Fixed assets
» Controlling (CO)
Cost centre accounting
Activity based costing
Profit centre accounting
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10. Business Case for Implementing SAP ERP
Some reasons given for installing SAP software:
» As part of a business process re-engineering effort.
Yes, SAP R/3 installation facilitates BPR.
» As part of a well-planned IT strategy.
Yes, the company should follow a proper process of strategic planning, identifying needs
and selecting an appropriate solution.
» To get a jump on competitors.
No, companies get competitive advantages as a result of their management and business
processes. SAP R/3 can however deliver timely information to facilitate management
decision making.
» To keep up with the Joneses.
No, not a convincing reason for installing R/3. Only if it is the right solution for the
organisation. The decision must be driven by business considerations rather than a
desire to be ahead technologically.
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11. Business Case for Implementing SAP ERP
Strategic planning and software selection should
precede implementation of any application software.
IT strategy should be derived from, and aligned to the
business’s strategic direction.
Thought process: Information needs IT
Applications Selection of IT solution.
» IT strategic development takes into account all aspects of the
company’s information storage, retrieval, transmission and
computational capabilities, including LANs, PCs and their software,
WANs, business systems hardware and applications software.
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12. Business Case for Implementing SAP ERP
Key considerations when considering an ERP solution:
» The complexity of the business, including vertical
integration and international operations.
» The size of the business, in revenue.
» The scope of the functionality needed.
» The degree of sophistication and unique
requirements.
» The budget.
SAP – single vendor solution, fully integrated, global,
industry specific
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13. Specific Industry Solutions
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Aerospace and defence Healthcare
Automotive Construction
Banking Oil
Electronics Public Sector
Real Estate Retail
Chemical Transportation
Consumer products Telecommunications
Education Utilities
15. First some Terminology
Important distinction:
» An ‘instance’ or ‘system’ is a copy of SAP software installed on
a server (computer). Normally at least 3 instances are used –
development, quality assurance, production. Different users log
in to these instances. Each instance has its own copy of the
SAP database. We are using the AU1 system.
» A ‘client’ is a logical subset of the SAP database. When a user
logs in, they select the system and then the client. Different
users will be authorized to log in to each client. We are using
client 300.
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17. Logging on to SAP
Receive your user ID and password from your course
lecturer
Double-click on SAP Logon on the desktop, or
Programs > SAP Front End > SAP Logon. Select
system ECC6-49a and click Log On
Enter the client ID (300), user ID (GUI1-### ) and
password (initially gui1ides)
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19. Logging on to SAP
Click the CHECK (Green Tick )
button in the upper left-hand corner of
the screen
If this is your first login, you will be
prompted to change your password
immediately.
After changing your password, and on
subsequent logins, you may see the
Copyright Window. Read this and
click CONTINUE.
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The CHECK button should be
clicked whenever a user is ready
to move to the next screen.
It is the equivalent of pressing the
ENTER key.
It is used to acknowledge a
system message.
The name is not case sensitive.
The password is case sensitive.
The password should contain at
least 6 characters and should not
be a guessable word. At least one
character should be a number or
symbol.
20. Logging on to SAP
To log off from SAP, click the CLOSE ( ) button or
EXIT ( ).
To change your password, log on as usual but click on
NEW PASSWORD. Enter the new password etc.
before clicking the CHECK .
You can change your password only once per day.
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21. The SAP Main Menu
Main Menu screen shows major
features of the screen which remain
the same.
The Menu Bar shows the menu
options applicable to the process
you have selected.
The blue bar is the Title BAR –
shows screen being used
There are also a CHECK (ENTER)
icon, Function icons, Function
buttons and a Command Field
(where transaction codes may be
entered for quick access to menu
options).
22. The SAP Main Menu
If not already displayed, to view the full main menu, enter S000 in
the command box (top left hand corner) and press Enter.
The menu options correspond to the major capabilities of the
SAP system.
You will be interested mostly in the Accounting, Information
Systems and Tools capabilities.
As options are selected, submenu choices appear.
‘Transactions’ such as Enter G/L Account Document are
executable functions – you execute them by clicking on them and
then click on Execute (or just double-click them).
NOTE
» As you navigate through SAP, the Menu Bar options will change to
reflect the pertinent choices for what you are doing in that area of
the software.
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24. The SAP Interface: Fields
Fields are used to accept and display data.
The length of the field shows how many characters
can be entered.
The cursor shows the current active field in which data
will be entered.
Some fields are mandatory. Failure to enter data will
result in an error message.
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26. Field Types
There are four different field types that you may
see within an SAP screen:
» Display only
» Mandatory
» Optional
» Selection
27. The SAP Interface: Dialog Boxes
Dialog boxes are used to display or request data from
the user.
A dialog box becomes the active window, with its title
bar highlighted.
Data must be entered or the operation cancelled to
return to the original screen.
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28. The SAP Interface: Toolbar
The SAP toolbar is a row of tool buttons across the top
of the screen.
Shadowed tool buttons are not available on the current
screen.
CHECK - checks the entered values and moves
to the next screen if the data is OK. Otherwise, an
error message is displayed.
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29.
30. The SAP Interface: Toolbar
POST/SAVE - saves the current record and backs out
to the prior screen. Missing data is highlighted on the
screen.
BACK - backs out to the prior screen in the same
process.
EXIT - backs out to the previous level.
CANCEL - aborts a process and discards the data.
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32. The SAP Interface: Toolbar
PRINT - prints the current document.
FIND - finds specified text or numbers.
FIELD LEVEL HELP - tells you how SAP uses this
field.
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34. The SAP Interface: Status Bar
Message Area - displays warnings and errors (in red).
System info - displays server, session and client
information, e.g. AU1 (1) (300).
Option to display username or transaction code, e.g.
FB50.
Insert/overtype Indicator - press Insert key to switch,
e.g. OVR.
Up to 9 sessions may be open at once.
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37. On-Line Help
Help is always an option on the menu bar.
SAP options under Help include Application Help, SAP
Library and the Glossary, which defines all the
technical terms applicable to this software.
Field-level/context-sensitive help is also available.
While creating a document, click on or press F1.
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40. Help with this Transaction
http://help.sap.com/saphelp_erp60/helpdata/EN/7c/5a6df45
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41. Using Transaction Codes
Each transaction (executable function) has a transaction code.
Just select the option and press System > Status. The System:
Status screen is displayed with other technical data.
An example of a transaction code is ME52 - Change: Purchase
Requisition.
Transaction codes are the basis for assigning authorizations to a
user.
For a shortcut to this transaction, enter /nME52 in the Command
Field.
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44. Using Transaction Codes
/n - abandons current screen and switches to
the selected transaction.
/o - starts a new session, keeping the current
session open.
You may Alt/Tab between the two open
sessions.
A new session may also be opened using
System > Create Session. You don’t need to log
on again.
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45. Activity
1.Describe how SAP can assist an
organisation to optimise its value
chain?
2.Why might a firm decide to
implement only certain modules in
SAP rather than a complete
installation?
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46. Installing SAP @ Home FAQ’s
1. How do I go about installing SAP on my personal computer?
2. I have a Windows computer. What do I do?
3. I have an Apple MAC. Can I follow the same instructions as
Windows users?
4. What is a connection file and why do I need it? Where does it go?
5. My list of systems in the logon screen is empty. Why?
6. What is the SAP support contact email?
sap_support@qut.edu.au
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47. 1. What was the most important thing that
you learned in this session?
2. What questions do you still have about the
material covered in this session?
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Session Outcomes
Controlling is a closely-related module to the Financial Accounting module. These processes analyse and consolidate information. They do not record accounting transactions. As financial accounting transactions are entered in FI, relevant data is posted to the CO module. For example, cost centre codes are entered when expense transactions are posted.
As part of a business process re-engineering effort . Yes, SAP R/3 installation facilitates BPR. As part of a well-planned IT strategy . Yes, the company should follow a proper process of strategic planning, identifying needs and selecting an appropriate solution. To get a jump on competitors . No, companies get competitive advantages as a result of their management and business processes. SAP R/3 can however deliver timely information to facilitate management decision making. To keep up with the Joneses . No, not a convincing reason for installing R/3. Only if it is the right solution for the organisation. The decision must be driven by business considerations rather than a desire to be ahead technologically.
SAP provides a single-vendor solution. It has the broadest and deepest available functionality. SAP offers full integration of manufacturing, customer-facing and administrative functions in real-time. SAP is a truly global product, with preferences defined by the user in terms of currency and language. Specific industry solutions are being developed. SAP’s inhouse implementation methodology is helping smaller organisations quickly implement the system in 6-9 months. This involves accepting ‘vanilla’ business processes. Larger organisations with more extensive requirements may take several years to fully implement the software. Hardware considerations could include the desire to remain with existing platforms because of legacy systems.
The CHECK button should be clicked whenever a user is ready to move to the next screen. It is the equivalent of pressing the ENTER key. It is used to acknowledge a system message. The name and password are not case sensitive. The password should contain at least 6 characters and should not be a guessable word. At least one character should be a number or symbol.
This Main Menu screen shows the major features of the screen which remain the same. This consistent user interface, while confusing at first glance, is actually a strength of SAP since all users deal with only one interface, no matter what they are doing. The very top, dark-blue bar is the Title Bar and will tell you what screen you are using. The Menu Bar shows the menu options applicable to the process you have selected. One of these menu options leads you to comprehensive Help resources. The Status Bar tells you what R/3 is doing. It shows the user’s session number. There are also a CHECK (ENTER) icon, Function icons, Function buttons and a Command Field (where transaction codes may be entered for quick access to menu options).
As you navigate through R/3, the Menu Bar options will change to reflect the pertinent choices for what you are doing in that area of the software.
Message Area - displays warnings (W), errors (E), abnormal ends (A) and information (I). For example, E: Required Entry not made means that a field must be entered before you can proceed. Up to 9 sessions may be open at once. Clock - shows the current time, e.g. 03.24 PM.
Your installation may not include all the Help options listed from the menu bar, and those not available may not necessarily be dimmed.