Successfully reported this slideshow.
We use your LinkedIn profile and activity data to personalize ads and to show you more relevant ads. You can change your ad preferences anytime.

SAP Foundations and Navigation


Published on

Published in: Education, Technology
  • Be the first to comment

  • Be the first to like this

SAP Foundations and Navigation

  1. 1. Griffith Business School 7150AFE Business Information Systems SAP – an Introduction
  2. 2. Objectives  Logging on to SAP  The SAP Main Menu  The SAP Interface  On-Line Help  Using Transaction Codes Griffith Business School
  3. 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’. Griffith Business School
  4. 4. Griffith Business School
  5. 5. Main SAP Modules Griffith Business School 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.
  6. 6. Griffith Business School SAP Easy Access Menu
  7. 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 Griffith Business School
  8. 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 Griffith Business School
  9. 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 Griffith Business School
  10. 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. Griffith Business School
  11. 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. Griffith Business School
  12. 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 Griffith Business School
  13. 13. Specific Industry Solutions Griffith Business School Aerospace and defence Healthcare Automotive Construction Banking Oil Electronics Public Sector Real Estate Retail Chemical Transportation Consumer products Telecommunications Education Utilities
  14. 14. Griffith Business School 7150AFE Business Information Systems SAP Navigation
  15. 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. Griffith Business School
  16. 16. Selecting a System, e.g. ECC6-49a
  17. 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) Griffith Business School
  18. 18. Selecting Client 110
  19. 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. Griffith Business School 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. 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. Griffith Business School
  21. 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. 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. Griffith Business School
  23. 23. Submenus and Transactions Accounting Menu
  24. 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. Griffith Business School
  25. 25. Entering Data
  26. 26. Field Types  There are four different field types that you may see within an SAP screen: » Display only » Mandatory » Optional » Selection
  27. 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. Griffith Business School
  28. 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. Griffith Business School
  29. 29. 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. Griffith Business School
  30. 30. Toolbar Options SAVE
  31. 31. 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. Griffith Business School
  32. 32. Toolbar Options
  33. 33. 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. Griffith Business School
  34. 34. The SAP Interface: Status Bar Message Area
  35. 35. Griffith Business School System info
  36. 36. 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. Griffith Business School
  37. 37. SAP Library
  38. 38. Application Help
  39. 39. Help with this Transaction  Griffith Business School
  40. 40. 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. Griffith Business School
  41. 41. Displaying Transaction Codes •Go to Extras and choose Settings Click on Extras > Settings
  42. 42. Displaying Transaction Codes
  43. 43. 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. Griffith Business School
  44. 44. 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? Griffith Business School
  45. 45. 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? Griffith Business School
  46. 46. 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? Griffith Business School 47 Session Outcomes
  47. 47. Griffith Business School Are you ready to meet SAP? Ready, set, go ….
  48. 48. Next Week  Workshop Activities  Lecture Griffith Business School 49