SAP Navigation Course

SAP Overview and
Navigation
Christian Marhuenda, Business Consultant

Date: 15.01.2014
Module Overview
Welcome to the module on SAP Overview and
Navigation!
SAP stands for Systems, Applications and
Products in Data Processing.
This module will cover the following points:
Introduction to ERP and SAP
Advantages of SAP
Logging on and off the SAP system
GUI elements of the SAP system
Some of the commonly performed tasks, such as, searching a transaction code, stopping
transactions, searching and sorting data
Sample of executing a task using SAP ECC 6.0
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Introduction to ERP
Enterprise Resource Planning
(ERP) is a concept of planning,
executing, and reporting across
multiple business functions or
business units.
ERP integrates all departments and
functions across an organisation on
to a single system that can serve
particular needs of different
departments.
Introduction to SAP
SAP is one of the leading ERP software
solution providers.
SAP
The latest version of SAP is ERP

Central Component (ECC) 6.0, which is
based on SAP R/3 architecture.
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Advantages of SAP
The advantages of SAP are:
Centralised data storage manages data efficiently, increases data security, and
provides quick retrieval of data.
Cost saving all business processes are housed on a single database that results
into significant cost savings.
Software integration SAP can be integrated with a third-party software and
thereby offering compatibility for any industry-specific processes.
SAP offers industry-specific solutions which serve as a plug and play offering.
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SAP Modules
SAP streamlines all business processes of an organisation. Some of the SAP
modules
are displayed in the following diagram.
MM
Materials
Management
FI
SD
Sales &
Distribution
Financial
Accounting
CO
Controlling
AM
PP
Production
Planning
Fixed Assets
Management
R/3
Client-Server
SAP
CS
PS
Customer
Service
Project
System
PM
Plant
Maintenance
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WF
HR
Human
Resources
IS
Industry
Solutions
Workflow
SAP Modules
The usual-specific SAP modules are:
MM Materials Management
SD Sales and Distribution
CRM Customer Relationship Management
CS Customer Service
FI Financial Accounting & Reporting
PS Project Systems
PI Process Integration
BW Business Warehouse
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Logging on to the SAP System

Logging on to the SAP system involves the following steps:
1.
To log on to an SAP server, do one of the following:
Click the Start menu and select All Programs

Logon.
Double-click SAP Logon shortcut
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SAP Front End
displayed on your desktop.
SAP

2.
On the SAP Logon 710 screen, select the server you need to log on to and click
Log On.
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Enter the required details in the appropriate fields and click
3.
or press Enter.
Note:
You must change the password after the first login.
If you leave the Language field blank, the system considers the default language,
English.
To log on with a specific language, you must enter the appropriate key.
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The SAP Easy Access screen appears.
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GUI of the SAP System

Some of the GUI elements of a typical SAP screen are highlighted in the following
screenshot.
Menu bar
Title bar
Standard
toolbar
Application toolbar
Navigation area
Status bar
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GUI Elements of the SAP System

The following table lists the GUI elements available on the SAP Easy Access screen.
GUI Element
Description
Menu bar
Provides options to execute common

commands. For example, creating sessions
and logging off from the SAP system.
Standard toolbar
Contains buttons for performing common

actions, such as save and enter.
Title bar
Displays the title of an SAP screen.
Application toolbar
Provides the shortcut buttons for the most

commonly performed activities of a specific
task.
Navigation area
Enables you to navigate across the

functional areas, the modules within the
functional areas, and the tasks within the
modules.
Status bar
Displays the information related to SAP and

the task you are performing.
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GUI Element
Description
Tab
Enables you to enter, display, and alternate

between multiple screens. You can proceed
from one tab page to the next without
completing all the data from the first page.
Radio button
Enables you to select only one option.
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GUI Element
Description
Check box
Enables you to select multiple options.
Dialog box
The SAP system displays the dialog box

when it:
requires additional information before
proceeding further.
provides messages or specific information
about your task.
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System Messages
The following table lists the system generated messages that appear either in the
status
bar on in the dialog box depending on the user settings.
Message
Icon
Message Description
Indicates an Error message.
Indicates an Information message.
Indicates a Warning message.
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Multiple Sessions
A session is an execution of a particular transaction. SAP enables you to execute
multiple sessions. However, you can execute only six sessions at a time using the
following shortcut keys:
Shortcut
Key
Function
/o
To create a new session.

To start a new session without closing the current session, enter /o
followed by a transaction code. For example: /omm03
/n
To exit the current session.

To start a new session by closing the current session, enter /n followed
by a transaction code. For example: /nmm03
/I
To delete the current session.
/nex
To exit from the system.
/nend
To log off a session.
Note: Enter the shortcut keys in the Command field displayed on the Menu bar.
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On-screen Buttons
The following table lists the buttons displayed on a typical SAP screen.
Button
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Shortcut
Key
Description
Enter
Enter
Confirms the data you entered on the screen.
None
Command Field
Enables you to enter commands, such as a transaction

code.
Ctrl + s
Save
Saves the data you entered or the action you performed

on the screen.
F3
Back
Returns you to the previous screen without saving your

data.
Shift + F3
Exit
Exits the session without saving and returns to the initial

screen.
F12
Cancel
Does not save the data you entered or the action you
performed on the screen.
Ctrl + p
Print
Prints data from the current screen.
Ctrl + f
Find
Searches for data required in the current screen.
Ctrl + g
Find next
Performs an extended search for data required in the

current screen.
18
Name
On-screen Buttons
Button
Shortcut Key
Name
Description
Ctrl + Page Up
First page
Scrolls to the first page.
Page Up
Previous page
Scrolls to the previous page.
Page Down
Next page
Scrolls to the next page.
Ctrl + Page Down
Last page
Scrolls to the last page.
None
Create session
Creates a new SAP session.
None
Create shortcut
Enables you to create a desktop shortcut to any

SAP report, transaction, or task.
F1
F1 Help
Provides help on the field where you have

positioned the cursor.
Alt + F12
Layout menu
Enables you to customise the display options.

For example, text fonts and colours.
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Opening Transaction Screen

You can open a transaction screen using one of the following methods:
Accessing SAP menu path Drill down to a transaction using the SAP menu path.
Using transaction code Enter a transaction code in the Command field and click
press Enter.
Command field
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or
Finding Transaction Codes

You can find transaction codes using:
Settings option
Status Bar
Status option
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Settings option
Steps to view transaction codes using the Settings

option:
1. Go to the Extras menu and select the Settings
option.
The Settings dialog box appears.
2. Select the Display technical names check box.
3. Click
.
When you drill down to a transaction using SAP
menu,
you can see the transaction code followed by the
transaction name.
The advantage of using this option is you can view
transaction codes of all the transactions listed under
SAP menu.
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Status bar
Steps to view a transaction code using the Status bar:

On the Status bar, click .
Select the Transaction option.
1.
2.
The Status bar displays the transaction code of the

existing
transaction.
Note:
The Status bar also displays the following information:
Message area Displays an error, warning, or informative
message.
Status fields It includes three fields:
First field Displays one of the following information at

a time: System, Client, User, Program, Transaction, or
Response time.
Second field Displays the server name to which you

are connected.
Third field Displays your data entry modes: Over

(OVR) or Insert (INS).
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Message area
Status fields

Status option
Steps to view a transaction code using

the
Status option:
1. Go to the System menu and select
the
Status option.
The System: Status dialog box
appears.
2. Verify the transaction code in the
Transaction field.
The Status option displays the
transaction code of the existing
transaction
only.
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Creating Favourites
Favourites is a menu that enables you to create or delete a
shortcut for a transaction or any other object, such as URL.
Steps to create a favourites list containing transaction
names:
Under the Navigation area, drill down to a transaction
name that needs to be added in a favourites list.
1.
Do one of the following:
2.
a. Go to the Favorites menu and select the Add option.

b. In the Application toolbar, click
c.
Drag the transaction name from SAP menu and drop

it under Favorites in the Navigation area.
After adding a transaction name in a favourites list, you can

open the transaction screen in one step without entering the
transaction code in the Command field or drilling down to a
transaction in the Navigation area.
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Deleting Favourites
Steps to delete a transaction name listed under
Favorites
in the Navigation area:
1.
2.
Select a transaction name from Favorites that needs

to be removed.
Do one of the following:
a. Go to the Favorites menu and select the Delete
option.
b. In the Application toolbar, click
The transaction name is deleted from the favourites list.
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Searching for Input Values

To search input values for a particular field, place the cursor in
that
field and press F4.
Example:
Assume that you are creating a purchase order for a particular
purchasing organisation and you need to enter a code for that
organisation in the Purchasing Org. field.
Steps to enter the code in the Purchasing Org. field:
1.
Place the cursor in the Purchasing Org. field and press F4.
The dialog box appears with the purchasing organisation
entries present in the system.
2.
Select the appropriate code from the purchasing

organisation list and click
.
The selected code appears in the Purchasing Org. field.
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Sorting Data
SAP enables you to sort the input values for some of the
fields, such as sorting vendors list by company code, by
material, or by country.
Example:
Consider that you are creating a purchase order and you
need to enter a vendor name assigned to a particular
company code in the Vendor field.
Steps to sort the vendor names by company code:
1.
2.
Place the cursor in the Vendor filed and press F4 or

click
next to the Vendor field.
The dialog box appears with the criteria to sort the
vendor names.
Click
placed at the top right-hand side of the
dialog box and select the Vendors by company
code option.
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Sorting Data
3. Place the cursor in the Company Code field and
click . .
4. Select the desired company code and click
5. The selected code is populated in the Company Code

field.
6. Click
to start the search.
The search result displays the vendors list sorted by

company
code.
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Exporting Data
SAP enables you to export data in the following formats:
Excel
HTML
Rich Text Format
Steps to export data in the required format:
1.
2.
3.
4.
Open the SAP transaction screen that includes the

information you need to export.
On the List menu, click the Export >> Local file
option.
The Save list in file dialog box appears.
Select the format in which the data must be saved and
click
.
Enter the file location and file name, and click
in the dialog box.
The required data is saved in the selected format.
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Printing Data
Steps to print data:
1.
2.
3.
Open an SAP printing transaction screen and enter the document number, such as, purchase
order number or sales order number.
Click
.
The system displays the records of all the output types triggered.
Click Output message to print the data.
Output type
Note: You can click Display message to verify the data before printing.
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Stopping Transaction
Steps to stop a transaction:
1.
2.
Click
screen.
displayed at the top left-hand side of an SAP
Select the Stop Transaction option.
You can use the Stop Transaction option when a transaction

takes
long time to execute or when the Command field is not
operational.
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Using Quick Cut and Paste Option

To transfer the content of one field to other field, use the
Quick Cut and Paste option available under
Customize
Local Layout (
).
Steps to cut and paste the content on an SAP screen:

1.
2.
3.
On an SAP screen, click

and Paste option.
and select the Quick Cut
Open the desired SAP screen and select the content

of the field you need to copy.
The selected text is highlighted.
Place the cursor in the field where you need to paste
the content and right-click.
The content is pasted in that field.
Note: To turn off the Quick Cut and Paste option,

repeat
Step 1 from the above procedure.
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Logging off the SAP System

To log off from the SAP system, select the Log of option from the System menu.
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Show Me
In this simulation you will be able to see the
steps required to create a Purchase
Order (PO) using SAP ECC 6.0.
Click the icon to view the simulation.
Duration: 2 minutes
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Module Summary
In this module, you learned the following:
ERP can be useful in enterprise wide integration and in daily business transactions.
Use the SAP system to perform different business processes by keeping the broader
organizational goals in mind.
The GUI elements of a typical SAP screen are:
Menu bar
Tile bar
Standard toolbar
Application toolbar
Status bar
Navigation area
Tabs, Radio buttons, check boxes, and dialog boxes
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Evaluation Test
You have completed the module on SAP
Overview
and Navigation.
Take this module assessment to test your learning.
There are total of 10 questions in this module and
you need to attempt all of them. There are no
negative points for incorrect answers.
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ion
Evaluat
Test
Question 1
The acronym SAP stands for :
a. Systems, Accounting and Processes in Data Processing
b. Systems, Accounting and Products in Data Processing
c. Systems, Applications and Processes in Data Warehousing
d. Systems, Applications and Products in Data Processing
Click the appropriate option.
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Question 1
The acronym SAP stands for :
a. Systems, Accounting and Processes in Data Processing
b. Systems, Accounting and Products in Data Processing
c. Systems, Applications and Processes in Data Warehousing
d. Systems, Applications and Products in Data Processing
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Question 2
You are generating a report for the material document list for the period of 4 th March 2011 to 5th April 2011.
You entered only Posting end date as 05.04.2011 and clicked
. Apart from adding Posting end date, you
have to now enter Posting start date and therefore you need to stop this transaction.
Which of the following steps must be performed to stop the transaction?
a. Go to the System menu and select the Stop Transaction

option.
b. Click
to exit the session and return to the initial screen.
c. Go to the Program menu and select the End Transaction

option.
d. Click
displayed at the top left-hand side of an SAP screen and
select the Stop Transaction option.
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Question 2
You are generating a report for the material document list for the period of 4 th March 2011 to 5th April 2011.
You entered only Posting end date as 05.04.2011 and clicked
. Apart from adding Posting end date, you
have to now enter Posting start date and therefore you need to stop this transaction.
Which of the following step must be performed to stop the transaction?
a. Go to the System menu and select the Stop Transaction

option.
b. Click
to exit the session and return to the initial screen.
c. Go to the Program menu and select the End Transaction

option.
d. Click
displayed at the top left-hand side of an SAP screen and
select the Stop Transaction option.
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Question 3
How many parallel sessions does the SAP system allow to execute?
a. 4
b. 6
c. 8
d. None of the above
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Question 3
How many parallel sessions does the SAP system allow to execute?
a. 4
b. 6
c. 8
d. None of the above
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Question 4
Which of the following shortcut key must be used to create a new sessionGoods
Receipt with the transaction code MIGO while keeping the existing session open?
a. /oMIGO
b. /iMIGO
c. /nMIGo
d. /exMIGO
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Question 4
Which of the following shortcut key must be used to create a new sessionGoods
Receipt with the transaction code MIGO while keeping the existing session open?
a. /oMIGO
b. /iMIGO
c. /nMIGo
d. /exMIGO
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Question 5
To print the Request for Quotation (RFQ) data, you entered the transaction code ME9A in the
Command field and clicked
. After opening the Message Output screen, which of the following step
you must perform to print the RFQ data?
a. Enter the purchasing order number, select the appropriate purchase

document record, and click Display message.
b. Enter the purchasing order number, select the appropriate purchase
document record, and click Output message.
c. Enter the purchasing order number and click
d. Enter the purchasing order number, go to the Purchase Order menu,

and
click the Output message option.
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Question 5
To print the Request for Quotation (RFQ) data, you entered the transaction code ME9A in the
Command field and clicked
. After opening the Message Output screen, which of the following step
you must perform to print the RFQ data?
a. Enter the purchasing order number, select the appropriate purchase

document record, and click Display message.
b. Enter the purchasing order number, select the appropriate purchase
document record, and click Output message.
c. Enter the purchasing order number and click
d. Enter the purchasing order number, go to the Purchase Order menu,

and
click the Output message option.
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Question 6
Match the GUI elements with their description.
task.
Status bar
Application
toolbar
Includes buttons for performing common

actions, such as creating a shortcut key.
Standard
toolbar
Provides SAP related information.
Drag the GUI elements and place them to the empty boxes on the right, against the
correct description.
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Question 6
Match the GUI elements with their description.
task.
Includes buttons for performing common

actions, such as creating a shortcut key.
Provides SAP related information.
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Application
toolbar
Standard
toolbar
Status bar
Question 7
Enterprise Resource Planning (ERP) is:
a. A system designed to integrate all business units
b. An application used to execute tasks of business functions
c. A method of executing all business units
d. A process of integrating all business functions
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Question 7
Enterprise Resource Planning (ERP) is:
a. A system designed to integrate all business units
b. An application used to execute tasks of business functions
c. A method of executing all business units
d. A process of integrating all business functions
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Question 8
Identify the benefits that your organisation can derive by deploying SAP.
a. Improves coordination among different business units
b. Improves customer satisfaction
c. Manages data efficiently across all business processes
d. All of the above
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Question 8
Identify the benefits that your organisation can derive by deploying SAP.
a. Improves coordination among different business units
b. Improves customer satisfaction
c. Manages data efficiently across all business processes
d. All of the above
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Question 9
Which of the following module is implemented by Cargotec?
a. Plant Maintenance
b. Fixed Assets Management
c. Customer Service
d. Production Planning
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Question 9
Which of the following module is implemented by Cargotec?
a. Plant Maintenance
b. Fixed Assets Management
c. Customer Service
d. Production Planning
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Question 10
What is a session?
a. A functionality used to search a record
b. A task of executing an SAP transaction
c. An application used to analyse data
d. A program used to execute activities
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Question 10
What is a session?
a. A functionality used to search a record
b. A task of executing an SAP transaction
c. An application used to analyse data
d. A program used to execute activities
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SAP Overview and

Christian Marhuenda, Business Consultant

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Confidentiel. 2013 BearingPoint France SAS | 2

Nom du client / pied de page

Confidentiel. 2013 BearingPoint France SAS | 3

The latest version of SAP is ERP

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Logging on to the SAP System

To log on to an SAP server, do one of the following:

Click the Start menu and select All Programs

Double-click SAP Logon shortcut

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SAP Front End

displayed on your desktop.

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Logging on to the SAP System

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Logging on to the SAP System

You must change the password after the first login.

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Logging on to the SAP System

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GUI of the SAP System

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GUI Elements of the SAP System

Provides options to execute common

Contains buttons for performing common

Displays the title of an SAP screen.

Provides the shortcut buttons for the most

Enables you to navigate across the

Displays the information related to SAP and

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GUI Elements of the SAP System

Enables you to enter, display, and alternate

Enables you to select only one option.

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GUI Elements of the SAP System

Enables you to select multiple options.

The SAP system displays the dialog box

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Indicates an Error message.

Indicates an Information message.

Indicates a Warning message.

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To create a new session.

To exit the current session.

To delete the current session.

To exit from the system.