SAP R/3 Information Session

By Martin O'Reilly

Table of Contents Topic Page

Login Procedures..2 Structure of GUI6 Basic Navigation..9 Getting Help..12 Reporting Basics.13 Exercises18

Login Procedures
You will be provided with a client number, username, and password to access the system. This information will either be sent to you via email if you have submitted the application for an account, or provided to you at the time of your information session When you arrive at the lab execute the icon named SAPLogon.

SAPlogon.lnk
You should then see a system named Rutgers IDES or something similar. You should then select the logon button at the top right of the SAP logon screen. After connecting to the system you will see the following screen:

Use the following parameters for logon: Client: You will be provided with a specific client to logon to. A client is a separate data environment within SAP. You must use the client number provided for you or your attempts to login to the system will fail. User: Your login name will also be provided to you. Password: Your initial password will also be provided to you via email or verbally at your session. *After entering these items press enter. You will be prompted to change your password upon your first successful login to SAP. Please document the password that you enter at this point. Please note that you cannot use the same password. (see image below) If you are going through this information on your own, feel free to explore the R/3 system. This will make the upcoming SAP information sessions more interactive. Please note that the Rutgers SAP system is part of University Computing environment and therefore is subject to all of the restrictions outlined in the Rutgers University Acceptable Use Policy. For additional information on this policy, please see the following link: http://rucs.rutgers.edu/acceptable-use.html After your successfully login to the system for the first time, you will see the following screen:

You will need to enter your new password twice here -> please document this for future reference.

After the initial password issue has been resolved you will see a welcome message like the one below:

Select the check mark or press enter to continue

Structure of the GUI

Command Field Favorites Tree Structure

Status Bar

SAP Easy Access Menu

Session Information

Command Field
The command field is an integral part of using the SAPGui. By default this item is hidden and you must press the Right arrow next to the enter icon order to have it displayed. This field will be used to enter transaction codes associated with various functions within SAP. in

Favorites
You can use the favorites folder to hold transactions, reports, files, and web sites that you use most often.

Tree Structure
The SAP Easy Access Menu uses a tree structure that allows for easy navigation. You can simply drill down to explore the modules within SAP.

Status Bar
The status bar at the bottom of the screen provides system messages and session information. The session information is located at the right hand portion of the status bar and provides important information about the current session. Please note that you may have to press a right arrow button at the very right of the status bar in order for this information to appear. A session is a separate instance of SAPGui and one can have up to six sessions active at a time.

Icons
The following icons are seen throughout the system and are provided here as a reference.
The standard toolbar contains buttons for performing common actions such as Save and Enter.

The functions assigned to the standard toolbar are listed below: Button Name Enter Function Confirms the data you have selected or entered on the screen. Same function as the Enter key. Does not save your work. Allows you to enter commands, such as transaction codes. Saves your work. Same function as Save in the Edit menu.

Command field

Save

Back

Returns you to the previous screen without saving your data. If there are required fields on the screen, these fields must be completed first. Exits the current function without saving. Returns you to the initial screen or main menu. Exits the current task without saving. Same function as Cancel in the Edit menu.

Exit

Cancel

Print

Prints data from the current screen.

Find

Searches for data required in the current screen.

Find next

Performs an extended search for data required in the current screen.

First page

Scrolls to the first page. Same function as the CTRL + Page Up keys.

Previous page

Scrolls to the previous page. Same function as the Page Up key.

Next page

Scrolls to the next page. Same function as the Page Down key.

Last page

Scrolls to the last page. Same function as the CTRL + Page Up key.

Create session

Creates a new SAP session. Same function as Create session in the System menu.

Create shortcut

Allows you to create a desktop shortcut to any SAP report, transaction, or task if you are working with a Windows 32-bit O/S. Provides help on the field where the cursor is positioned.

F1 Help

Layout menu

Allows you to customize the display options.

Source SAP Library

Basic Navigation
Navigation through the SAP system is performed through the use of the SAP Easy Access Menu tree structure and transaction codes. In addition the Favorites folder can be used to link directly to specific reports, transactions, and web sites to increase productivity.

SAP Easy Access Menu

The SAP Easy Access Menu provides an intuitive tree based structure that can be used to drill down to specific transactions and reports. Due to the size of the system, it is recommended that you use favorites or transaction codes for your navigation.

Role Based Menu Generation

The items within your Menu are created based on your user role within SAP R/3. Therefore different users have different menus created for their designated function within their respective company.

Transaction Codes
The use of transaction codes allow one to navigate directly to functions within the R/3 system. Transaction codes are called through the following methods: From the Sap Easy Access Menu simply enter the transaction code and press enter. For example, enter FD03 and press enter. Press the cancel button to return to the SAP Easy Access Menu. 9

From any other screen within the system you must use one of the following prefixes: /n ends the current transaction For example, from the SAP Easy Access Menu enter FS10N. Now enter the transaction code /nFD03 which will end the current transaction and open the Display Customer initial screen. /o opens a new session with the specified transaction -- you may have a total of six sessions open at one time.

Determining Transaction Codes

You can easily find the transaction code of a specific function by choosing system from the drop down menu status. This will provide the transaction code in the transaction field listed under repository data. Another way to help you determine transaction codes is to customize your interface. You can do this via the following procedure: From the SAP Easy Access Menu select Extras from the drop down menu. Then choose Settings and you will see the following screen:

Choose the show technical name setting and then press enter or select

Now when you navigate through the system the transaction codes will be visible.

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Favorites
You can use the favorites folder to hold commonly used transactions, reports, and hyperlinks. You can drag and drop specific items to your favorites folder, or you can create them manually.

Adding a hyperlink to your favorites folder

As an example, we will add a hyperlink to the Functions in Detail link. From the drop down menu select Favorites add web address or file

Leave default: Web address or file & press enter In the text field enter: Functions in Detail In the Web address or file enter http://highpoint.rutgers.edu/sap/index.htm Then press enter or select continue Test your newly created link in your favorites section to confirm that it works. Simply double click the Functions in Detail entry and a browser should open up to this web site.

Customizing Your User Profile

Before you start you should customize your user profile for your own preferences. To access this area use the drop down menu item system Profile Own data User

Under address data edit the necessary under title, first name, and last name. Select the defaults tab and change the following items: Personal Time Zone Decimal Notation Date Notation Select Save change to EST Select the second entry Select the second entry

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Getting Help
There is an extensive amount of help within the SAP R/3 system. Use F1 for help on fields, menus, functions, and messages Use F4 for information on what you can enter into a text boxes There is also an extensive amount of information located within the SAP library. You can access this from the system by the following action: Select Help from the drop down menu SAP Library. A separate window will then open up with the SAP Library open. This library provides extensive information on SAP R/3 and the IDES enterprise organization. This library is also accessible via the web at the following url: http://www.sap.rutgers.edu/student_resources.html

Functions in Detail
This resource contains the SAP Functions in Detail brochures for specific mySAP.com Application Components, IDES (Internet Demonstration and Evaluation System) and mySAP.com Industry Solutions. They provide an indepth reference with business and technical information for project team members, managers, consultants, and future SAP customers. (Source SAP Functions in Detail CD) This resource is currently available at the following URL: http://www.sap.rutgers.edu/student_resources.html

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Reporting Basics
Extracting information from the R/3 is one of the most useful aspects of having a integrated enterprise based information system. There are a number of ways to attain reports. First, many of the most popular reports are provided for you under the information systems heading in the SAP Easy Access Menu. From here the reports are grouped by application.

You can then drill down to the respective area you would like reports for and choose the report.

You will find an information systems item listed in certain modules that will provide the same information.

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Another way to attain a report is to choose system from the drop down menu System Services Reporting or transaction code SA38. The report selection screen appears:

First select the text box

Then select the possible entries icon

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The following screen then appears

1. In the Program field, enter any part of the report name that you know, plus any wildcards ( * or + ), as needed.

Wildcard * and + * +

Represents Characters you do not know Multiple characters Exactly one character

Use the * and + anywhere in the report name, as often as necessary. For example:

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Character Represents all report names... z* *sale* *f+ Starting with z Containing the character string sale, such as rvsale07 Containing an f as the second-to-last character, such as rmlogifa

rp+++sch Starting with rp, ending in sch, and containing any three characters in between, such as rp012sch or rpinvsch The report name can be upper- or lowercase; for example, RF is the same as rf. *Most standard reports start with the letter R, while customer generated reports should start with either Y or Z. As an example enter RVA* 2. Choose Execute or press F8 A list of reports appears. 3. Place the cursor on the report name, and choose Choose. Or, double-click the report name. To continue with our example scroll down until you see RVAUFRUE and double click on this report name. 4. Choose Program Execute. If the report does not require a variant, the selection criteria screen for the report appears. If the report requires a variant, the system displays a message stating that you cannot select the report from this screen. Return to the report selection screen (press F3 ), and then enter the report and variant name. Before leaving this screen, note the name of the report. 5. Enter the selection criteria. For our example do not enter any additional selection criteria. 6. Choose Program Execute. Right click on GIDate and select sort.

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What is the oldest backorder document number and to what Ship to Party does this belong? __________________________________________ Select the exit button twice to return to the SAP Easy Access Menu.

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Exercises Exercise Objective:

To View information regarding a customer and to view and record the total receivables for this customer as per a specific date.
Why? A manager has called you to confirm the amount of open receivables at a specifc date in time. The manager only left the account number, so you first want to see what customer information is available. From IDES SAP Easy Access Menu: Menu Path Logistics Sales and Distribution Master Data Customer Display Sales and Distribution Transaction Code (VD03) Enter Customer Account Number 3574 Select the Continue Button or use the Enter key Where is this company located? _____________________ In the transaction field enter /nF.21 which ends the current transaction and opens the List of Customer Open Items The same customer account number and company codes should be displayed automatically. If not, enter 3574 for the account number. Set the date to 01/15/2000 Select the Execute button or use the F8 key. What is the total open receivables on this date? __________ **hint you may have to scroll to the right. Exit back to the Easy Access Menu. Business Partners

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Exercise Objective:
To Determine the cash position of a company within the enterprise.
Why? You are a sales manager that is trying to fulfill an order through one of your suppliers, however you have been informed that you are on credit hold until invoices are paid or the order will be sent via COD. Prior to addressing this issue with your manager you would like to view the current cash position for a possible COD order. Menu Path Information Systems Accounting Liquidity Analysis Cash position Or Transaction code FF7A Company Code Cash Position Grouping Display as of Display In Increment in D/W/M Scaling 3000 Checked BANKS US Today's Date USD /1/ 3/ Treasury Treasury: Strategic View

Select Execute (clock with the check in front of it)

What is the current Citibank Balance? __________

How is the output incremented? ________________

Exit back to the Easy Access Menu

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Exercise Objective:
To view the balance sheet of one of the companies in the IDES group and to document requested information concerning this document.
Why? You are an IDES accounting manager that reports to the CFO and you regularly meet with the presidents of the various companies to review key figures. Menu Path IDES IDES Reports Profit Center Accounting

Select Report with Balance Sheet Key Fig. Enter the following parameters: Fiscal Period 1999 Company Code 3000 To Period 12 Leave the default entries in the Selection Group Section Select the Execute button or use F8 Which profit group excluding the dummy profit center has the greatest Net Working Capital? Hint* you will have to expand the entries listed to find this information. ______________________________ Which profit group has the greatest Current liabilities? _________________________________ Exit back to the Easy Access Menu

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Exercise Objective:
To view a cost center report and document requested information with such a report.
Why? As a manager you may be asked to help a client reduce costs. You are currently evaluating the cost centers of the company and are reviewing specific costs. Menu Path Accounting Controlling for Cost Center Accounting Cost Center Accounting Information System Plan/Actual Comparisons Reports

Select Report : Cost Centers: Actual/Plan/Variance In Controlling Area enter 2000 In Fiscal Year Enter 1997 From Period 1 To Period 12 Plan Version 0 Or Value(s) 2200 for cost center group Select Execute or hit F8 Who is group 2200? ________________ What was the actual cost for office supplies? ______________ What was the planned amount for office supplies? _____________ What is the variance? ________________ How is the abs. Variance percentage calculated? __________________________ Could you have gotten to this report in other ways? If so list them:

________________________________________________________________________ Exit back to the Easy Access Menu 21

Exercise Objective:z
The purpose of this exercise is to use the drill down features available in SAP to attain data from a report. In addition, the office integration feature of SAP will be displayed providing this information in spreadsheet form. Finally a pie chart will be created based on information from the P&L and this will be printed and submitted.
Why? You are currently evaluating Sales costs for an upcoming meeting that will focus on reducing sales costs for company 3000.

Menu Path IDES IDES Reports Financial Accounting

IDES Cost of Sales P&L 1. Enter the following selection values: Period from 1 Period to 2 Fiscal Year 1999 Company Code 3000 Ledger 0F Plan Version 1 2. Select Execute or hit F8 3. Use the controls on the left side of the screen to expand and collapse the information 4. Collapse all possible items 5. What is the only item left and the amount? __________________ 6. Expand the items necessary to find the production credit for WIP. What is the amount listed under act.local? _______________ 7. Expand all the possible items in this report 8. Right click on the report and select office integration 9. Select Microsoft Excel and leave the Worksheet protection box checked 10. Select Continue and choose yes when prompted for macro approval 11. You can probably write your memoirs here as the processing time may become lengthy-- Notice once it does come up that you have an Excel spreadsheet embedded in SAP R/3! 22

12. What is the number of the last row in this spreadsheet? _______ 13. Can you sort the data in column C? ________ 14. Find the data entries that pertain to Administrative Costs 15. Highlight these subcomponents in Column B & C and Select the Chart Wizard button on the Excel toolbar (hint you should have highlighted seven entries) 16. Select Pie from the chart type selection screen and use the default pie chart option select next 17. Leave series listed in columns and select next 18. For the Chart Title enter Cost of Sales P&L Admin Costs 1999 19. Under legend select show legend at bottom 20. Under data labels tab choose show percent and select next 21. Place chart as new sheet and click finish 22. Review this Pie Chart and then print it out for submission---Please write your name on the chart. 23. Select Back and choose to exit the report when prompted. If you get an error choose end 24. When prompted to exit the report select yes. 25. Select Back again and you should be at the SAP Easy Access Menu

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Exercise Objective:
To enter a sales order and observe the affect it has on liquidity analysis.
Why? To demonstrate the integrative aspects of SAP across modules throughout the system.

The general integration of this process can be seen from the following figure:

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Step 1. Review Liquidity Analysis

Menu Path Accounting Treasury Cash Management on Cash Management Liquidity Analysis Select Liquidity Forecast Or transaction code FF7B Use the following parameters : Company Code 3000 Liquidity Forecast checked Grouping: CORD Display as of todays date Display in USD Increment /1/ Scaling 3/ Select Execute or press F8 What is the Balance during this week? _________ What is the balance four weeks in the future? ________ Information System Reports

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Creating a Sales Order

1. Call up the transaction as follows: Menu Path Logistics Sales and Distribution Sales Order Create VA01

Transaction Code

2. On the Create Sales Order: Initial Screen, enter the following data: Order type OR

You do not need to specify the sales area at this point. The system derives the sales area when you enter the sold-to-party. If the sold-to-party has been defined in more than one sales area, the system requests you to select the appropriate sales area. 3. Choose .

4. On the Create Standard Order: Overview screen, enter the following data: Field Sold-to party PO number North America 3000 Enter your initials and the year. For example JS2001. Todays date

Purchase order date Req.deliv.date

Leave as default
P-109 1

Material Order quantity

The purchase order number establishes a link between the customer's purchase order and the sales document you generate. You can use the purchase order number to search for the sales document (see Using Matchcodes). 5. Choose .

In the dialog box, you are requested to select a ship-to party.

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6. Double-click on the following ship-to party. Field Ship-to party North America 3000

If the goods ordered by the customer are not available on the requested delivery date, the R/3 System branches automatically to an availability check screen. Here you can choose one of the delivery options, for example, Delivery proposal. 7. On the Create Standard Order: Overview screen, select the item, by double clicking the line item . The Create Standard Order: Item Data screen appears. 8. Go to the drop down menu and select Environment Availability to confirm the availability of the item. Then use the back button to go back to the previous screen 9. Choose the Shipping tab page. To ensure that the most important shipping activities begin on time, for example, picking, loading and transport, the R/3 System automatically executes delivery scheduling. You can see the necessary entries for this shipment. 10. Choose the conditions tab where you will see the net amount of the order as well as the tax. Make a note of this here: Net _____________

Tax

____________ .

11. Choose

The system confirms that the standard order has been saved and provides you with an order number. Please document that number here

_____________

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Step 3. Review Liquidity Analysis

Menu Path Accounting Treasury Cash Management on Cash Management Liquidity Analysis Select Liquidity Forecast Or transaction code FF7B Use the following parameters : Company Code 3000 Liquidity Forecast checked Grouping: CORD Display as of todays date Display in USD Increment /1/ Scaling 3/ Select Execute or press F8 What is the Balance during this week? _______________ What is the balance four weeks in the future? _____________ Has this changed from step 1? ______________ What can you conclude from this result? ______________ Information System Reports

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