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SAP Navigation

Version 0

5/25/18
Table of Contents

Contents
1.0 LOGGING ON AND OFF OF SAP ................................................................................................. 4
1.1 NAVIGATING TO SAP FROM YOUR DESKTOP .................................................................................... 4
1.2 PASSWORD BASICS ....................................................................................................................... 6
1.3 LOGGING OFF ............................................................................................................................... 7
1.4 SYSTEM AUTHORIZATION ............................................................................................................... 8
2.0 USING SAP BASIC FUNCTIONS ................................................................................................. 8
2.1 SAP SAP EASY ACCESS SCREEN ................................................................................................. 9
2.1.1 Pull-Down Menus ................................................................................................................. 9
2.1.2 Standard Toolbar .................................................................................................................. 9
2.1.3 Application Toolbar............................................................................................................. 11
2.1.4 Status Toolbar .................................................................................................................... 11
2.1.5 Open / Close Status Toolbar .............................................................................................. 13
2.1.6 Function Keys ..................................................................................................................... 14
3.0 NAVIGATING SAP TRANSACTIONS ......................................................................................... 15
3.1 MENU PATHS .............................................................................................................................. 15
3.2 SAP EASY ACCESS MENU PATHS ................................................................................................ 15
3.3 CUSTOM USER MENUS ................................................................................................................ 16
3.4 MENU PATH SEARCH ................................................................................................................... 18
3.5 SETTING UP THE FAVORITES FOLDER ........................................................................................... 18
3.6 INSERT A W EB ADDRESS INTO FAVORITES .................................................................................... 20
3.7 USING THE EXIT KEYS ................................................................................................................. 21
3.8 USING SESSIONS ........................................................................................................................ 21
3.8.1 Creating a New Session ..................................................................................................... 22
3.8.2 Viewing Open Sessions ..................................................................................................... 22
3.8.3 Switching Between Sessions ............................................................................................. 23
3.8.4 End a Session .................................................................................................................... 23
3.9 USING TRANSACTION CODES ....................................................................................................... 23
3.9.1 Using the Transaction Code ............................................................................................... 24
3.9.2 Transaction Codes from the History List ............................................................................ 24
3.9.3 Opening a Transaction in a New Session .......................................................................... 25

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4.0 SETTING SYSTEM DEFAULTS AND FAVORITES ................................................................... 26
4.1 SETTING A MAIN DEFAULT SCREEN .............................................................................................. 26
4.2 DISPLAYING TRANSACTION CODES............................................................................................... 28
5.0 SCREEN NAVIGATION ............................................................................................................... 30
5.1 EXPANDING COLUMN HEADERS ................................................................................................... 30
5.2 FIELDS........................................................................................................................................ 33
5.3 TABS .......................................................................................................................................... 35
5.4 HEADER AND ITEM VIEW............................................................................................................... 35
6.0 EXPORTING TO EXCEL ............................................................................................................. 37
6.1 DOWNLOADING DATA TO EXCEL ................................................................................................... 37

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1.0 Logging On and Off of SAP
The first step to using SAP is navigating to the system and then entering your user and password to log
onto the system. This section covers the following Topics:
 Navigating to SAP from your Desktop
 Gaining Access to SAP
 Password Basics
 Password Restrictions
 Password Samples
 Logging on to SAP
 Logging off SAP
 System Authorization

1.1 Navigating to SAP from your desktop


1. To access SAP double left click on the Start menu then select All Programs  Programs 
SAP Front End  SAP Logon

SAP Logon from Start Menu

Note: SAP can also be accessed by double left clicking on the on the desktop.

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2. The System list dialog box displays. Select the appropriate client from the list and double right
click to logon.

SAP Logon XXX

Note: The first time you log on to the system you will be prompted with a small dialog box which
requests for you to change your user name and password. See the section on User Name and
Password of you need help on selecting a password.

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3. The SAP Logon Screen displays.

SAP Logon Screen

4. Confirm the Client is correct.


5. Enter your User Name in the User name field.
6. Enter your Password in the Password field.

7. Select Enter to log on to SAP.


8. You are now logged on to SAP.

1.2 Password Basics


SAP requires a password to access the system. When creating a password use:
 A combination of upper and lower case letters in your password

 Any combination of characters (a ....... z, 0.....9, or punctuation marks)


 A strong password with a combination of letters and symbols for example, use P@ssw0rd!
instead just the word “password”
Note: When creating a password do not use the above example as a password

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1.3 Logging Off
1. To logoff the current SAP session, either use the pull down menus and click System  Logoff
Maintain HR Master Data

Or click on the close box in the top right corner of the screen

2. The Log off dialog box will display select the Yes button to log off.
Log Off

Note: Confirm all data is saved prior to logging off.


3. Click “Yes” to log of the system.

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4.

1.4 System Authorization


The system logon (your user name and password) determines which functions you are authorized to
use. Some users may have ‘display only’ access to certain functions and transactions, while others
have full access to manipulate data. This assures data protection and integrity.
As you use SAP, you may find that you are unable to access certain screens or perform specific
transactions (an error message informs you when this happens). This is a result of your authorization
level. If you have a question about your access level in the system, contact the Business Process Owner
in your area.

2.0 Using SAP Basic Functions


Navigation of SAP is critical to the use of the system. This section outlines the navigation of the system.
This section covers the following topics
 SAP Easy Access Screen
 Pull Down Menus
 Standard Toolbar
 Application Toolbar
 Status Tool
 Open/Close Status Tool
 SAP Easy Access Menu Paths
 Function Keys

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2.1 SAP SAP Easy Access Screen
Below the functional feature of the SAP Easy Access screen are described. The SAP Easy Access
screen is the first screen which displays when you log onto the system.
SAP Easy Access Screen Navigation

2.1.1 Pull-Down Menus


Pull-down menus options vary with the different functions of SAP. The last two menus, System and
Help, are consistent on every screen. Identical in function to Microsoft standard menus, they are
accessed using the mouse, have corresponding Alt key commands, and, sometimes, corresponding F-
key command to find data.
Help drop-down

The same options are also available from the SAP Easy Access screen.

2.1.2 Standard Toolbar


The following is a list of the SAP icons commonly found on the toolbar of the SAP Easy Access screen
before it has been customized.

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SAP Button Name Description
Icon

Enter This button is equivalent to pressing Enter during


data entry.
Save Saves work on screen; posts data to SAP.

Back Equivalent to the Back button on a Web browser.


Moves user back one previous screen. Any unsaved
data will be lost.
Exit Used to leave the current transaction. Any unsaved
data will be lost.
Cancel Used to exit the current task without saving any data.

Print Used to print screen items from the working session.

Find Used to print screen items from the working session.

Find Next Used to perform an extended search for data on the


current working screen.
Report Navigation

First Page Moves to the top “page” (section) of a report or


screen.
Previous Page Moves one “page” up.

Next Page Moves one “page” down.

Last Page Moves to the last “page” (section) of a report or


screen.
Other Functions

Create New Used to create a new working session in SAP without


Session closing the current session. Users are limited in the
number of sessions that can be run simultaneously.

Create Shortcut Click to create a desktop shortcut to currently


on Desktop displayed session.
Help Place your cursor on an object or in a field and click
to display relevant help information.
Customize Local Click to display a tabbed dialog used to customize
Layout the SAP desktop display.
Error Errors occur when an incorrect entry is made or
when a required entry has not been completed. This

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SAP Button Name Description
Icon

message displays in the system tray in the lower right


hand coner of the screen.
Information This Information icon displays when the user
completes a process or needs additional information
from the system.
Warning This warning icon displays when the user has
entered information which can potencially conflict
with information in the system. The user may
continue if they determine the error will not cause an
issue.

2.1.3 Application Toolbar


The Application Toolbar functions vary because they are specific to the transaction. See online help to
learn more about the functionality of a particular Application Toolbar button.

2.1.4 Status Toolbar

After entering data into fields and attempting to proceed forward by clicking Enter , to check the
data for problems. After checking the data, one of four kinds of messages could appear in the Status
Bar:
The basic system messages are:
Status Messages

Message Type User Action


I – Information Check and change data if required; then click the
Enter icon
W – Warning Check and change data if required; then click the
Enter icon
E – Error Correct data entry to proceed
A – Abend “Abnormal end.” If an abnormal end has occurred,
notify the system administrator.

Note: You must acknowledge each Warning Message by pressing Enter or the next infotype screen will
not display. Even if the warning message displays in a popup window, you must close the window and
press Enter.

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The Status Bar indicates general information about the transaction or task in progress, for example, that
a particular transaction is complete.
Status Bar Sample

The right end of the status bar contains system status information. To display viewing options for this
field, perform the following:

1. Click the List to the right of the server name . To display information about
the status of the system. The check in front of the of the word system, as shown below,
indicates this is what display in the status bar..
2. To select an item to appear on the status bar once the list is closed, click on it.

Open Status Bar Sample

3. For example, if the user clicks on Transaction, the list will close and the current transaction will
appear on the right end of the status bar.

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Status Bar Sample

2.1.5 Open / Close Status Toolbar

To close/open the status bar information fields, click Open: as shown in the Open Status bar below:
Open Status Bar

When closed the Status displays as shown below:


Closed Status Bar

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The first field in the Status Bar can be changed to display various types of information. To change the
field, select the History pull down to select from the following menu of choices below:
Open Status Bar Sample

A check mark next to the option means this is the display at the bottom of the screen. When first using
SAP the most useful display will be Transaction, displaying the transaction code. This helps to gain
familiarity with the transactions.

2.1.6 Function Keys


Function Keys are located on the top row of the keyboard. These keys are used to initiate many
functions in SAP R/3, and can be considered as alternative methods to pressing or selecting menu
paths.
Clicking the right mouse button any time displays a list of the active functions on the current screen.
The list of keys changes depending on the screen you are on. The following is an example of the
possible list of active function keys:
Function Keys
Function Function Key

Help F1
Back F3
Possible entries F4
Select view(s) F5
Organizational F6
Levels

Data F7
Cancel F12
Exit SHIFT+F3
Other material SHIFT+F5

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3.0 Navigating SAP Transactions
3.1 Menu Paths
The initial navigation method for the first time user is the SAP Menu Paths. This works similar to the
Microsoft Windows Explorer in regard to basic navigation. However, instead of opening folders that
contain files, SAP Menu Paths take you down into different levels of the software.

Comparison Window Explorer and SAP Menu Path


Microsoft Windows Explorer SAP Menu Path

3.2 SAP Easy Access Menu Paths


The left half of the screen contains the “Windows Explorer-type” display, used for finding transactions.
This window works very similar to Microsoft Windows Explorer. These are menu paths and will be
discussed in the next chapter, Navigation. When navigating the SAP Easy Access Screen, click Open
to open a folder and Close to close a folder. Double clicking on the title of the transaction opens
the transaction.

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Sample of Open and Closed Folder

When using the SAP Easy Access Menu Paths a user can select from the SAP or User Menu.

The SAP Menu displays all SAP transactions while the User Menu displays only those
transactions available to the user.

3.3 Custom User Menus


You do not have to search all of SAP to find the transactions to perform your job. Each user can set up
a custom User Menu which contains all the paths and necessary transactions to get your work done. To
display, perform the following:

1. From the main menu, click User Menu .

The user menus display with your name on it.

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SAP Easy Access screen

2. To navigate down the menu path, click on the menu’s close to open the path(s) and
transactions below the menu.
3. Continue to open the path until transactions are displayed which have no arrows next to the

transaction icon (see below).

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Sample of Open Menu Path

4. Double-click on a transaction to open the transaction screen.

3.4 Menu Path Search


Entering SEARCH_SAP_MENU in the Command Field will help you to find the menu path of the
transaction in SAP.

3.5 Setting up the Favorites Folder


The Favorites folder can be found above the SAP menu folder or the User menu folder on the SAP
Easy Access screen. This feature allows users to save paths to any transaction in one convenient
location.

Following is one way to set up the Favorites folder:


1. Locate the desired transaction on the menu path.
2. Click on the transaction and drag it into the Favorites folder. The system will place a copy of the
transaction code in the folder.

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Sample of How to Drag and Drop

Another way to add a favorite to the Favorites folder is as follows:


1. Go to Favorites on the SAP menu bar.

Favorites Menu Bar

2. Click Insert transaction and then enter the transaction code.

3. Click the Continue . The transaction is added to the Favorites folder with its description.

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Manual Entry of a Transactions screen

3.6 Insert a Web Address into Favorites


1. Select Favorites Add other Objects in the menu bar

Add Additional Object

2. In the window select web address of file.

Add Web Address or File Path

3. Enter the name of the website in the text field

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4. Enter the Web address or file name in the next field

5. Select Enter to save the file or address to your favorites

3.7 Using the Exit Keys


Exit keys are used to navigate through SAP primarily between the SAP Easy Access screen and entered
transactions. There are three icons on the standard toolbar that move you backward in the SAP menu
structure (see below). You may need to experiment with each button to learn the differences between
them.

SAP Exit Keys

Exit Keys
Icon Name Description
Back Moves backward one screen or menu path in reverse order. You
may have to press this button several times to return to the SAP
main menu.
Exit Moves back to the next menu level screen. This button may jump
some menu path screens to display the next menu level up the
menu path structure.
Cancel Cancels the current operation and moves you backward one
screen in reverse order. This button is useful for leaving a
screen when nothing else will work.

3.8 Using Sessions


When signing on to SAP you create a session. A session is an instance of SAP in a window. You are
allowed to have more than one active session open at the same time. How many open sessions you
can have open is dependent on the hardware you use, but it safe to say you should have no more than
six open sessions at any time.

Open sessions are useful as they allow for you to display information in one field and enter the data in
another. For example, when creating an organizational unit you may need to display the personnel
number of the employee who is the new chief of the organizational unit. By opening another session
the personnel number can be displayed.

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3.8.1 Creating a New Session
There are two ways to create a new session. The first is through the menu path. To access the menu
path perform the following steps:

1. Click on System Create Session

Create New Session Menu Path

Standard Toolbar

2. A new session can also be opened by clicking on the Create New Session icon
located on the Standard toolbar.

3.8.2 Viewing Open Sessions


To view all open session perform the following steps:

1. Type “/o” in the command field and then select Enter .

Command Line with /o entry

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2. The Overview of Sessions dialog box displays.
Overview of Session Dialog Box

3.8.3 Switching Between Sessions


When working in multiple session switching between them is important. To switch between the sessions
use the alt + tab method to move from session to session. To switch between session, do the following:
1. Hold down the alt Key with one finger
2. While holding the Control key, press and the tab key
3. The system displays a list of icons. Each icon represents an active application or SAP
session. The icon with the box highlight is the current application or SAP session. If the
highlighted icon represents the application you want, release the alt key.

3.8.4 End a Session


To end a session click the close box in the upper right hand corner of the screen and left click on the “x”
box as shown below:

End Session

3.9 Using Transaction Codes


A transaction code is a four-character code that identifies a transaction screen in SAP R/3. If you know
the transaction code for a screen, you can jump directly to that screen without using the menu path.

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3.9.1 Using the Transaction Code
Using transaction codes instead of menu paths in most cases is a matter of personal preference. You
may find that transaction codes are quicker to use than menu paths. However, in a few rare cases there
is no menu path to get to a screen, so a transaction code must be used.
It is important to note that even if you choose to frequently use transaction codes, you should still have
a clear understanding of how to use menu paths. While you may not always know the transaction code
for a screen, you can always use the menu path to locate the majority of transactions in the system.
1. To go to a screen in the current session, type the transaction code in the Command field
Command Field

2. To open a new screen, type “/n” before the transaction code.


Command Field

3. Press to go directly to the transaction.


Note: Although transaction codes may seem cryptic, they are the fastest way to get around in
SAP. Keep your frequently used ones in a handy place while you memorize them. Soon, it will
be second nature and the preferred way to navigate.

3.9.2 Transaction Codes from the History List


Transactions are also stored in the Transaction Code field this can be displayed by clicking on the
document icon.

1. Click on the Drop down icon located to the left of the command field.
2. Highlight a displayed item or scroll down to select additional transactions from the list.

Drop Down Sample

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3. Click Enter to go to the selected transaction.

3.9.3 Opening a Transaction in a New Session


1. To open a new session containing a specific transaction, type “/oXXXX” (XXXX =
Transaction code) into the command field and press Enter.
2. A new session displays with the entered transaction.

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4.0 Setting System Defaults and Favorites
4.1 Setting a Main Default Screen
SAP has an option for the user to select a specific screen to appear after logon. This option is especially
useful if the user has one screen he/she accesses most frequently.

To select a default screen, perform the following:


1. Select the screen that will be set as the default.
2. At the top menu bar of any screen, choose menu path Extras  Set start transaction.

SAP Set Start Transaction Expanded

3. The Set start transaction pop-up screen will appear. In the Transaction code field, type the
code for the desired start screen.

Set Start Transaction Screen

4. Click the Enter icon. The chosen screen is now set as the default.

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Sample of Start Screen Transaction

NOTE: The system displays the message showing the default screen has been set.

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4.2 Displaying Transaction Codes
It is helpful to have the transaction codes display next to the transaction names on the menu. Follow
the instructions below to display the transaction codes on the screen.

1. From the SAP Easy Access menu, choose menu path Extras  Settings.

Sample of Expanded Extras  Settings Screen

2. The Settings pop-up menu displays. Select Display technical names.

Setting Screen

3. Click the Enter . The transaction codes now display next to the menu path name as shown
below.

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Sample of Menu Path with Displayed

TIP: If it is necessary to determine which transaction is currently displayed, perform the following:

1. Select System  Status from the main menu.

System Menu Displayed

2. The transaction code is shown in the Transaction field of the System: Status screen

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System Status Screen

5.0 Screen Navigation


5.1 Expanding Column Headers
To change column width within transactions, follow the steps below.
1. Access the appropriate transaction.

2. Place the cursor on the border of a column to be expanded; the cursor will change to the
following shape; click and drag to expand the column header.

SAP Screen with Columns

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Place cursor on any column border

3. When finished expanding the width of columns, click the Configuration .


4. The Table Settings screen displays.

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Table Setting Screen

5. Name the variant. Enter the name in the Variant field.

Table Setting Screen

6. Click the Create


7. The system displays a message stating that the setting was saved.

8. Click the Save on the Table Setting screen.

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Screen with Expanded Columns

Screen with expanded


columns

5.2 Fields

Each field contains two parts: a Field name and the Entry field where data is entered, changed, or
displayed.

Sample of a Field in SAP

Field name Entry field

If a particular field has a grey background, this is a display only field. If the field has a white background,
data entry is possible. This is known as an input or entry field.

Fields with the Drop-down menu icon next to them have a drop-down list of options for the field. To
select one of the options, click the icon and then double-click on the desired option.

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Sample of Down-down Menu

Mandatory or required fields are sometimes marked with a . An entry must be made before the
user can proceed.

Sample of Required fields.

If a mandatory or required field has not been entered and the user attempts to process the transaction,
the system will not proceed. It will prompt for an entry in the field.

Default fields are fields in which the system automatically places entries. These entries, however, can
be changed. See “Setting System Defaults and Favorites.”

In Optional fields, entries can be made but are not required. These fields can be used to help narrow
searches in SAP.

Additional navigational features on a transaction processing screen include check boxes and radio
buttons. Check boxes allow users to select several options simultaneously within a group. Radio
buttons require users to select one option only.

Sample of Radio Buttons

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5.3 Tabs

Some SAP screens have information about a particular sample, material, etc. organized onto different
tabs. The tabs allow the user to easily access and enter information without having to go into separate
screens.

To access a tab page, select the corresponding tab header.


Sample of Tabs

5.4 Header and Item view


Certain transactions allow users to enter Header, Item details, and Item overview information. These
features are accessed through the Menu Bar. Any information entered into a Header applies to the

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entire document. Data entered into the Item overview affects items such as material and quantity. Data
entered into the Item details affects only that specific item.

Sample of Header Details

Header
Details

Item
information

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6.0 Exporting to Excel

SAP provides standard reports (each with its own transaction code), ABAP/Query reports, and custom
developed reports that are specific to the needs of SLPS. It is also possible to download SAP information
into Excel. Once the data is downloaded, it can be used as with any Excel worksheet.

There are different techniques to download data into Excel, depending on the type of screen being
used. This option, however, is not available from all SAP screens.

6.1 Downloading Data to Excel

To determine if a screen will allow the export of information into Excel, go to the menu bar and select
List. If the drop-down menu shows the Spreadsheet option, the data on the screen can be exported.
NOTE: If the Spreadsheet option is not available, the user can still save the data by going to System
> List > Save on the Menu Bar.

To download data directly to Excel, perform the following:


1. From the top menu bar, choose menu path List > Export > Spreadsheet

Expanded List View

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2. The Excel: Number of Key Columns pop-up will display the number of columns that will appear
on your spreadsheet.

3. Click Enter .

Excel: Number of Key Column Screen

4. The Export pop-up screen displays. Select the Table radio button

Export list object to XXL Screen

5. Click Enter .

6. From the Export pop-up, ensure that Microsoft Excel is chosen.

7. Click the Enter .

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Export List Object to XXL screen

8. The Excel screen displays containing the downloaded data.

Sample of the Output of the Excel File

9. If appropriate, save the Excel file.

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