CASE STUDY

Navigation in SAP Systems

Introduction to Navigation in SAP solutions on the basis of SAP ERP

Product MOTIVATION LEARNING METHOD

SAP ERP This material explains how to The learning method used is “guided
G.B.I. navigate in SAP systems. It is learning.” This is a suitable method
Release 6.07 aimed at students at universities, because navigating in SAP systems
universities of applied sciences is a fundamental skill but also very
Level and other educational institutions complex.
Beginner with no previous experience of
SAP software. It can be used in
The benefit of this method is that
Focus the class or for self-study.
knowledge is imparted quickly.
Navigation Students also acquire practical skills
After completion of the course,
and competencies. Similar to a case
students will be able to navigate
Authors study, this method explains a
through the user interface to work
process or procedure in detail.
Babett Koch on business processes and case
Stefan Weidner studies on their own.
By using exercises at the end of each
Furthermore, this material serves
Version part, students can put their
as a reference for occasional users
knowledge into practice and gain a
2.40 of SAP systems.
sustainable understanding of the
underlying processes.
Last Update
February 2015

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Logging On

Task Log on to the system. Time 10 min Time 10 Min.

Short Description Use the SAP GUI to log on to the SAP system.

Find and double-click on the icon depicted on the left side of this SAP Logon
page that you can find on your desktop. If it is not there, choose
Start ► All Programs ► SAP Front End ► SAP Logon

A dialog box similar to the one

shown on the right appears. Select
the SAP system specified by your
lecturer and choose Log on or Enter.
The logon screen appears. The
system requests the client, your
user, password, and preferred
language.

Client: _ _ _
User: _ _ _ _ _ _ _
Password: _ _ _ _ _ _ _
Language: _ _

Before you log on, you need to know the definition of the term “client.”

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SAP systems are client systems. With the client concept several separate
companies can be managed in one system at the same time.
Clients are the highest organizational level in the system. In business
terms, each client can represent a group of companies, a company, or a Client
firm – regardless of the size of the organization.
In commercial, organizational and technical terms, a client is therefore a
self-contained unit with separate master records and its own set of tables.
In SAP systems, different clients are identified by their client numbers.
Logon screen
Use the client number given by your instructor. For you to be able to log
on as a user, a user master record must be created for you in the relevant
client. For reasons of access protection, you must enter a password when
you log on. Your password entry is case-sensitive.
SAP systems are multilingual. Choose the language for your session in the
Language field. Then choose or Enter.

Enter the user name, the initial password and the logon language given by
your lecturer.
User: GBI-### Password:
gbiinit  log on
When you log on for the first
time, a dialog box appears in
which you enter your new
individual password twice.
Client: _ _ _

The first time you log on you

will see a copyright note.
Confirm it with or Enter.
The initial screen with the
SAP Easy Access Menu
appears.

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Initial Screen

Task Get familiar with the SAP system screen. Time 10 Min.

Short Description Identify and familiarize with each element of the SAP system
screen.

This is the initial screen as described in more detail below.

Initial screen

Menu Bar Menu Bar

The displayed menus depend on the action/transaction in the SAP system

except for the system and help menu. This dependency is described as
context sensitive.

User specific settings

Using the command field enter transaction SU3 and switch to the Defaults
tab. In this tab, general settings like Logon Language, Decimal Notation
and Date Format can be determined for your user.

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Please choose EN (English) for Logon Language, 1,234,567.89 for

Decimal Notation and MM/DD/JJJJ as Date Format.

Save your entries using .

Standard Toolbar Standard Toolbar

Icons in the standard toolbar are available on all screens. Icons that you
cannot use in the current application are grayed out. By pausing the cursor
above an icon, a quick info text appears.

Exercise 1 For the following exercise switch to transaction VA03, to do so

leave the current transaction by using .
1.1 Which meanings have the following symbols in the Standard Toolbar?
(Tipp By pausing the cursor over an icon, a help text is depicted. If
there is no help text for each icon you simply have to go into a
transaction.)
Back

Customize Local Layout

.
Enter

1.2 Why is the icon (Save) grayed out in the initial screen?
No puede usarse porque no hay cambios que guarder.

1.3 Which of the following icons can create a new session?




1.4 How many sessions can be open in the system in parallel? (Tipp Click
on the corresponding icon until the system does not create another session.)
6 sesiones

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1.5 To close a session, choose the icon in the Standard Toolbar or go to

the entry System ► End Session in the menu list.
What is the difference between the icons and ?
cerrar sesión .
cancelar la acción .

Title Bar Title Bar

The title bar displays the name of the transaction you are currently using. It
is located on every primary window and dialog window under the standard
toolbar and above the application toolbar.
Application Toolbar
Application Toolbar

The application toolbar contains icons and buttons applicable to the

transaction you are currently using.

SAP Easy Access Menu SAP Easy Access Menu

The SAP system

displays the SAP Easy
Access menu on the
start screen as
standard. It enables
you to navigate in the
system using a clear
tree structure.
Click on the small
arrows to expand the
menu tree. The menu
tree is specific to your
role (business function
in the company).

Exercise
Open the following tree structure!

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Exercise 2
2.1 What is the difference between the transactions Display Current and
Display at Key Date?
Display Current es para mostrar los materiales actualmente y Display
at Key Date es para mostrarlos en una fecha determinada.

Status Bar Status Bar

The status bar shows information about the current system status as well as
warning and error messages.

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Favorites

Task Create personal favorites. Time 10 Min.

Short Description Create your own favorites in SAP GUI and add objects to
them.

If you frequently use a transaction, you can use drag&drop to add it to your Other objects
favorites (or choose Favorites ► Add). You can then double-click it to run
it without having to navigate through the SAP Easy Access menu.
Furthermore you can add folders, reports, files and web addresses as
favorites.

By clicking Favorites
with the right mouse
button, you can create
your own hierarchical
folder structure.

You can add any link to your favorites, to do so click Favorites with the
secondary mouse button. Choose Add other objects then Web Address or
File. In the dialog box, enter a name and the URL shown below. To
confirm choose .

Exercise 3
Create/Expand your own favorites menu.
3.1 Add the SAP Help Portal using the URL help.sap.com.
3.2 Add the following transaction as a favorite:
Logistics ► Sales and Distribution ► Sales ► Order ► Display

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Transaction Codes

Task Get familiar with SAP transaction codes Time 10 Min.

Short description Learn how to effectively make use of SAP transaction codes
and parameters.

There are several possibilities to call up transactions in the SAP system. Transaction Concept

The quickest way to run a transaction in the SAP system is to enter the Transaction Code
transaction code. Every transaction has a code, which generally has four
characters.

SAP Easy Access Menu SAP Easy Access Menu

By navigating through the

SAP Easy Access Menu and
using path structures you get
to the transactions. Then
double-click on the
transaction to run it.

Transaction Code Transaction Code

Every business transaction (not every screen) has a corresponding

transaction code in SAP. To display transaction codes choose Extras ►
Settings and select Display technical names.

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Note: the command field in

which transaction codes are or
entered can be found on the upper left. By clicking the small triangle you
set it to visible/invisible.

You can use various control parameters to influence what happens to the
session when you call a transaction.

/n Exits the current transaction /n

/i
/i Closes the current session
/o

/o Opens a new session

Exercise 4
4.1 Which business function is displayed with the transaction code VA03?
Solo permite visualizarlo pero no hacer cambios

4.2 Which business function describes the menu path Logistics ► Sales
and Distribution ► Master Data► Business Partner ► Customer ►
Display ► Complete ?
Es para buscar la información del cliente: nombre de la compañia,
areas, etc

4.3 What is the difference between the transactions VD03 and XD03?
VD03 es para el buscar la información básica del cliente y XDO3
permite además, buscar la información con el código de la compañia
Which business processes describe the following transaction codes?

XK01: Crear proveedor

MM02: Cambiar material

ME23N: lista del pedido de compra.

When leaving a transaction

using , or you may
be confronted with this
displayed dialog window. Be
sure that no unsaved data is

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displayed in the current session. Then choose yes.

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Help

Task Get familiar with SAP’s help functions. Time 10 Min.

Short Description Get familiar with help functions in SAP systems. Use the F1
and F4 help as well as the SAP Help Portal.

Several types of help are available in the SAP system. The most frequently F1 and F4 help
used ones are the F1 and F4 keys.

F1 provides you with explanations for fields, menus, functions, and F1

messages. In the F1 help, you can choose to get technical information.

F4 gives you information and possible entries. You can also use the F4 F4

help by choosing directly to the right of a selected field.

Further help can be found in the help

menu. Choose Application Help for
context-sensitive help on the
transaction you are currently using.
Choose SAP Library to open the

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online SAP Library. You can also access it on the Internet at help.sap.com.

Exercise 5
5.1 Call up transaction VA01 and select the field Distribution Channel.
Press the F1-button.
What is a distribution channel (in a few keywords)?
La forma en que los productos o servicios llegan al cliente. Ejemplos
típicos de canales de distribución son ventas al por mayor, al por menor o
ventas directas.

5.2 Close the window with definition of the Distribution Channel. Stay in
transaction VA01. Click the field Order Type and press F4. What do the
order types SO and OR stand for?
SO Orden rapida
OR orden normal
5.3 What is the difference between these two types of orders?
SO se usa cuando la orden está atrasada y necesita especial
urgencia y OR es para la orden en estado normal que no presenta
atrasos.

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Configuration Position Overview

Task Learn some useful tips for configuration of overviews and how to work Time 5 Min.
more efficient therefore.

To configure your position overview for sales orders chose transaction

VA03 in the initial screen.

Use F4 in the order field to find any purchase order number. To do so

choose enter. Choose any order number by double clicking it. Afterwards
press Enter or click the Enter icon .

To adapt the position overview to your requirements, choose the Item Configuration
overview tab choose the configuration symbol in the middle of the screen.

You will get to the following overview:

In the Table Settings you can configure your own overview. Therefore
choose a term and write it into the field Variant. By using the button

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a new setting will be created. Be sure that your new

setting name is entered in the field Current settings and Standard settings.
Then choose the button Administrator. Now you are able to change your
system settings.

Here you can choose which rows are to be displayed. By setting the check
mark in the row Invisible you can determine which values shall not be
displayed.

For invisible select Product Hierarchy, Material group 1 and 2, WBS

Element, Profit Center, Customer Group, Price Group and Sales District

Afterwards select the button Activate, close the pop up and select Save
.

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The following screenshot is an example of a configured position overview.

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