SAP_Overview v1.pptx

ROFF – Integra | SAP Overview
Agenda
This training session will allow you to :
• Understand the basics of how the SAP system works
2

Logon to the system
• To log on to the SAP system from the main Windows menu, double-click the corresponding icon:
Click here after selecting
the desired machine
3

ROFF – Integra | SAP Overview 4
Logon to the system

Logon to the system – Change the system theme
Click on:
1. “More” – “SAP GUI settings and actions” – “Options”

Logon to the system – Change the system theme
2. Select “Blue Crystal Theme”
3. Click “Ok” and Log off

Logon to the system
7
• Client: Code of the work area where the user
wishes to work
• User: Code that identifies the user in the
system (user)
• Password: Password associated with the user
(password)
• Language: Code that identifies the language
of the system. If no code is entered, the
system will display the default language of
the machine, which is English
After filling in all the data, press ENTER

Logon to the system
• When a user is already connected and there is a duplicate connection for the same user, the
following window appears:
8
Select one of the
following options

Change password
• To change the password, in the login window click on “New password” after filling in the
username and password:
• The following window appears:
9

Log off from the system
1) In the menu bar:
2) On the Home screen, click the icon;
3) Press ALT + F4 keys;
4) Enter /nex in the command bar. Warning: the system will disconnect without asking for
confirmation.
10

Home screen
• The SAP GUI screen is divided into three areas:
• Header of the screen
• Body of the screen
• Bottom of the screen
11
Header of the screen
Body of the screen
Bottom of the screen

Create a shortcut in desktop
• The create a shortcut to access a transaction or the home screen directly, please click on the
following icon:
12

Multiple screens
• SAP allows you to work with multiple sessions at the same time
• To jump from one session to another use ALT + TAB, just like in Windows applications
13

Menu bar
• The menu bar helps to find additional system tasks. These menu points are called drop-down
menus, which means they expand and show other options when enabled. An example of a menu
bar in SAP system is shown below:
• In the upper right corner of the screen are the following buttons:
• Minimize screen size
• Maximize the screen size
• Close the screen or log off from the system (if it is the last screen open)
14

Menu bar
• These options also appear in the icon in the upper left corner of the screen:
15

Menu bar
• Menu: is standard in most SAP Applications. Usually it is named after the object that is being
executed. For example, for the material master record, the menu contains functions that affect
the object, such as display, change, print, or exit
• Edit: is standard in most SAP applications. It allows to modify the components of the current
object, i.e. choose, edit, copy, etc. The "cancel" option allows to leave/cancel a task without
saving the data
• Favorites: allow the user to add an object to the favorites list. Objects in Favorites can be
grouped by folders and subfolders
• Extras: contain additional features, including additional information about transactions
• System: is standard in all parts of SAP system. It contains functions that affect the system, such
as create a session, user profile, etc.
• Help: is standard in all parts of SAP system. Provides multiple ways of online help
16

Main icons
• Delete (or Shift + F4)
• Details of the document header (or Shift + F4)
• Modify
• Summary of an accounting document
• Select all
• Deselect all
• Display in ascending order (or F6)
• Display in descending order (or CTRL + F3)
• Print (or Shift + F1)
• Display (or F6)
• Refresh (a page, a list of documents etc.)
• Open a new window (it is possible to open up to 6 windows)
17

Field characteristics
Some fields have characteristics previously defined during the setting:
• The mandatory fields are distinguished by the icon
• Optional fields have the field always white (e.g. )
• Fields filled in by default can not be changed by the user (e.g. )
• Fields containing a possible selection are distinguished by this icon
18

Display technical names
• General customization options or settings for SAP Easy Access screen. To choose the ones that
affect the appearance of the SAP Easy Access menu, proceed as the following:
19

Access a transaction
It is possible to access a transaction by 2 ways:
• By SAP Easy Access drop-down menu
• By entering the name of the transaction in the command bar:
• From the main SAP screen:
• From the transaction screen (/npa20, /opa20)
To see the latest transactions used, click the command bar arrow:
20

Get the transaction code
To get the current transaction code, follow one of the options:
• 1)
• 2) In the status bar (at the bottom of the window):
21

Search help
• Meaning of the fields:
• All SAP fields have information about their meanings and / or functions. To obtain them, it is
needed to click on the concerned field, then click on the icon or press F1
• Search Help:
• In some fields, there is an associated table where there is a list of possible entries, which
helps the user on the nature of the data to be completed for a certain field. When selecting
a field, if a table is associated, it will be visible to:
• View the contents of a table, press F4 or the icon
• Select a data, double click on the selected data
22

System messages
• The system displays messages about the status of the transaction that the user is using. These
messages are located at the bottom left of the screen in the status bar. There are 3 types of
messages:
• Success -EX:
• Warning - Ex:
• Error - Ex:
• To get information about a message, double-click it and a window with the details of the
message will appear.
23

Copy a text
• You can copy text or numbers from all SAP screens to any other Windows application
• Process:
• From the SAP screen, press CTRL + Y and the mouse changes to a cross: select the text to
copy
• Select the data to copy and press CTRL + C. The data is copied to the clipboard and is
available for other applications (CTRL + V)
24

Printing
• 1) From the list to print, click on List and then select "Print"
• 2) Click on the icon
25

Printing
• The following screen appears:
• Select the printer (Output Device)
• Select the number of pages to print: the whole list or a few pages
26

Export data to Excel
It is possible to export data to Excel:
• Choosing on the icons or
• From the screen to export
• The following screen appears:
27

Export data to Excel
• Then select the location where the file will be located along with its name:
• When the data is complete, press “Generate”
28

Add favorites
There are three ways to add transactions to the favorites menu:
• By right-clicking on the transaction to add
• By clicking on the favorites menu and choosing “Add Transaction”
• Dragging the transaction from the SAP menu to the favorites menu
To organize the favorites menu, click on the desired transaction and drag:
29

Create a display variant
• In all the selection screens there is available the icon whose function is to save a variant. For
this, the user must fill in the fields that he considers relevant for the variant:
• To access the previously created variant, click . All existing variants for the transaction are
listed:
30

Delete a display variant
• To remove a display variant, follow the following path:
• The screen with the list of variants appears:
• Select the line corresponding to the variant to delete and click
31

Create a display layout
• It is possible to create several display layouts that can be used by different users:
• This icon allows you to include or exclude fields when displaying the report
• This icon allows you to select another previously created display layout
• This icon saves the current layout
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• When you want to include / exclude fields, click
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• To save the current layout, click
• To use a layout, click . A list with available layouts appears.
• To delete a layout, follow the path:
34

Search
• It is possible from the SAP menu to search for terms or transactions using the icons
• By clicking (or CTRL + F), the following screen appears:
Enter the transaction or term in the "Search" field and click
35

Filter and order
• Filter:
• Filters are used to select certain data from a list. To define a filter, select the column to filter
and click
• Order
• To select a display order, select the relevant column and click to make an ascending order
or to make it a descending order.
36

Multiple selection
• In some transactions it is possible to perform multiple selection of the data:
37

Multiple selection
• Clicking on
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• Management of selection options
• Insert a line (or Shift + F1)
• Delete a line (or Shift + F2)
• Delete all (or Shift + F4)

Multiple selection
• It is also possible to assign an option to a data:
• Clicking on
39

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