User Manual: Basic SAP navigation Compiled by:Samuel Mohau Hlonyana DGA learner 6 September 2011 Table of contents 1. Basic navigation and menu system3 1. 1 SAP overview3 1. 2 General terms in SAP3 1. 3 Log on/off SAP4 1. 4 Screen features6 1. 4. 1 Standard Toolbar icons functionality7 1. 4. 2. Common application icons and functionality8 1. 4. 3 Status bar (this is what appears at the bottom of every screen in SAP)8 1. 5 Navigating in SAP9 1. 5. 1 Transaction codes9 1. 5. 2 Menu path9 2. Procurement-to-pay process11 1. Basic navigation and menu system SAP overview SAP stands for Systems, Application and Products in Data processing; it is a fully integrated system where activities in one area generate activities in another area. SAP provides online, real-time information and one place for input of data. There are two types of information or data in SAP namely: Master data and transactional data. a) Master data: this is a collection of information about an object or person, this data doesn’t normally change, for example data such as address and payment information for a supplier or customer. ) Transactional data: this information associated with a specific business activity, normally users enters this information in SAP; it changes from day to day. For example personal time entries, invoice information and purchase requisition information. 1. 2 General terms in SAP Client: unit in SAP system where data in input, changed and managed. Menu path: sequence of menu selections that should be followed to get to a function or screen. Module: portion of SAP system that carries out a specific business function. Session: instances of SAP allowing multi-tasking within the system.

Transaction: screen or series of screens to create, display or change data. Transaction codes: also known as T-codes, these are unique identifier for each transaction that allows you to get to a transaction without going through the menu. Variants: a saved set of personal selection criteria which can be used for lists and reports. 1. 3 Log on/off SAP Steps to log on the SAP system Step 1: Click the SAP logon Icon on your desk top [pic] Step 2: Select the SAP client to access (for Deloitte you double click ECC) [pic] Step 3: Enter your user id and password (the initial password is assigned by the IT department) pic] Step 4: If you are a first user on the SAP system, you will prompted to change your password. Put your cursor at the beginning of each field and enter the same new password in both fields and then click [pic] [pic] Steps to log off Step 1: click on the exit icon on the standard toolbar: Step 2: A pop-up window will be displayed asking whether you really want to log off, click: [pic] to proceed with the log off process Step 3: click [pic] in the upper right corner of the SAP logon pad on the desktop 1. 4 Screen features The SAP easy access screen [pic] 1. 4. 1 Standard Toolbar icons functionality [pic] [pic] Confirm information entered |[pic] – Scroll up to first page | |[pic] Command box: – Enter transaction codes |[pic] – Scroll up to previous page | |[pic] – Save entered information |[pic] – Scroll down to next page | |[pic] – Move to previous screen |[pic] – Scroll down to last page | |[pic] – Exit current area or SAP |[pic] – Open a new session | |[pic] – Cancel or stop current transaction |[pic] – Create a desktop shortcut to SAP report, transaction, or task | |[pic] – Print |[pic] – Provide SAP help | |[pic] – Find an entry in a screen or table |[pic] – Customize local layout | |[pic] – Find next instance of same data | 1. 4. 2. Common application icons and functionality (Application Icons change as the screen changes) [pic] Add a transaction to the Favorites folder |[pic] View previous record in a transaction | |[pic] – Execute an application, program, or report |[pic] – Get pick list of possible values for selected field | |[pic] – Create new entries or records |[pic] – Copy an existing entry or record | |[pic] – Change an existing entry or record |[pic] – Delete an existing entry or record | |[pic] – Display/view an existing entry or record |[pic] – Indicates a field is a required field | |[pic] – View header information |[pic] – View line item information | 1. 4. 3 Status bar (this is what appears at the bottom of every screen in SAP) [pic] The right half: displays the system and logon information: [pic] a) DV1 – is the SAP client b) (2) – number of the session currently in play c) USSAND- application server d) INS – mode for data entry (INS=insert, OVR=overwrite e) [pic] when you click this icon, you will view additional system information, the pop up window below will be activated [pic] 1. 5 Navigating in SAP

There are two ways to navigate or go through SAP, the first way is by the use of transaction codes and the second way is by following through the menu tree structure. 1. 5. 1 Transaction codes These are unique identifiers for the screens in SAP; they are entered directly in the Command field on any screen. You press the ENTER button after you have typed in the transaction code. Here an example of as transaction code: [pic] 1. 5. 2 Menu path The menu path is followed by clicking once on the arrows or “+” next to the folders and expanding the view until the desired transaction is reached. When the tranaction is displayed , double click on the transaction to go directly to its initial screen. [pic] 2. Procurement-to-pay process

In the following section the procurement process will be explained and the transactions associated with the process. The process begins with a purchase requisition and then a purchase order is created. A goods receipt that is based on the purchase order is then created, based on the goods receipt an invoice is created upon which the outgoing payment transaction is based. [pic] a) Purchase requisition The requisition is entered into the SAP system and then checks are done as to current availabilities within the organisation. If it comes back as not having goods then the budget availability is checked to ensure the organisation has enough money for the purchase.

Once all is good and the go ahead has been cleared it is then time to assign the requisition to its source of supply or vendor Purchase requisition screen (T-code = ME51) [pic] b) The purchase order (PO): this a document used to request a supplier to supply goods or services. Normally goods receipt and invoicing ideally references the purchase order. In SAP you can minimize data entry by duplicating an existing purchase order, also when purchase order data such as the vendor and items are entered default values are displayed based on the definition in the relevant master data. The PO contains the header part, line details and the footer. The header contains information about the entire PO such as document currency, document date and due date.

The line item level contains information about the items ordered such as item code and name. The footer also displays general document information such as payment due and total discount value. When the PO is created, no entry is made in accounting but the inventory status is updated based on the quantity ordered. Purchase order screen (T-code: ME23N) [pic] c) Goods receipt PO(GPO) The creation of the goods receipt is based on a purchase order. When the goods receipt is recorded the system updates the open item for the PO. It is important for the department to check whether the correct items are delivered and whether the actual quantity has been delivered. When a goods eceipt is created based on a PO the information entered in the PO is inherited. Hence, double entry is eliminated. When goods receipts PO is created in the system, the inventory status is updated by the quantity received. If stocks are continuously managed, relevant accounting information is updated in financials. Goods receipt screen (T-code: MIGO) [pic] d) Invoice After PO and goods receipt creation comes invoicing. When this takes place the system copies the data defined in the preceding documents, this information includes: vendor details, item code, item description and quantity. When an invoice is created, the corresponding vendor accounts are updated accordingly. Invoice screen (T-code: MIRO) [pic] ) Outgoing payment Outgoing payment is based on account payable invoices. When a vendor is chosen, a list of all invoices awaiting payment is displayed. You simple click on the particular invoice to be paid and affect the transaction. When an outgoing payment transaction is created, corresponding journal entry is created. Payments could be made in cheque, bank transfer and credit card or cash. Payment run screen (T-code: F110) [pic] 3. References ‘Author unavailable’, “Process modelling, execution and customising”, http://mgarcia. datapax. com. au/pages/history/en/edu/1-qut/2002/1-PROCESS-ENG-ITN252/Fina-ass-lITN252. htm, and date retrieved: 6 September 2011

Kehinde Eseyin, “The Procure-to-pay cycle”, http://it. toolbox. com/blogs/sap-library/the-procure-to-pay-cycle-10574, date retrieved: 1 September 2011 D Haynes, SAP Training Facilitator, 11 – 12 August 2011, Deloitte Place, Training Room 2, Second Floor, Building 33, The Woodlands, Woodmead, Presentation: SAP ERP, (dallas. haynes@smartpro. co. za). M Loots, SAP Training Facilitator, 11 – 12 August 2011, Deloitte Place, Training Room 2, Second Floor, Building 33, The Woodlands, Woodmead, Presentation: SAP ERP, (marilynn. loots@smartpro. co. za). ———————– [pic] Transactions Folders and sub-folders Purchase requisition Outgoing payment Purchase order Invoice Goods receipt PO