Quick Reference Guide
SAP TRAINING FOR NEW AASIS USERS
Log On To AASIS4 Fieldsscreen:
User ID
important functions:
SAP Passwords
Title Bar
(A Quick Reference Guide)
Access the SAP Logon screen by double clicking on the SAP icon.The SAP R/3 Main Screen is displayed. There are four (4) fields on this
• Client• User
• Password• Language
Your User ID is set up by Network Support personnel and serves 2
• Determines your SAP access rights (for instance, what tasks you can
perform in the system). For example, if you are an Accounts PayableClerk, your User ID will allow you to access all the system tasks thatyou need to do your job. It will not allow you to access the system toprocess customer orders, if that is not a part of your job.• Identifies you to the system and is used to create an audit trail of
your system activities – any entries or changes that are made underyour User ID/System logon that can be traced back to you via theactivity log.
The logon password protects the AASIS system against unauthorizedaccess. This ensures that company data remain confidential and cannotbe changed by anyone unless they are authorized to do so.
The password you type is not displayed for security purposes. If youtype incorrectly, the system will display a warning message.
All SAP screens have a title bar, which indicates which part of thesystem you are in and what function you are currently doing (forexample, creating a sales order).
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Menu Bar
Standard Toolbar(Button Bar
AASIS Basic Overview and Navigation
Quick Reference Guide
The menu bar is somewhat different. It lists headings for each of thedifferent areas of the system. The these menus:business areas are contained underOfficeLogisticsAccounting
Human Resources
The administrative areas (like User profiles) are under these menus:Information systemsToolsSystemHelp
The white area on the button bar is called the Command field and is usedto navigate through the system using task codes rather than the menubar. We’ll discuss how to do this later.
The “buttons” or icons perform different functions in the system. As wecontinue, we’ll practice using all of them to navigate through the system.
Enter checks your work after entering information on a
screen.
Save any changes
Back accesses the previous screenExit the current transaction
Cancel the current data, but stay in the transaction
Access a list of all values or matchcodes that may be used in
a field
Access definitions for fields, menus, functions, and messagesMove to the first screen in a listMove to the previous screen in a listMove to the next screen in a listMove to the last screen in a list
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Standard Toolbar(Continued)
Main Body
Message or Status Bar
Right Mouse Button
System Tasks
Transaction Codes
AASIS Basic Overview and Navigation
Quick Reference Guide
Command Field – Move to a screen using transaction codes
If a button is grayed out, it is unavailable for use and clicking it will haveno effect.
This is where information is entered when a particular task or functionhas been selected.
At the bottom of the screen SAP displays messages to the user
(depending on your User Defaults, messages may also be displayed in apop-up box in the middle of the screen).• The SAP environment you are working in• The server used for that environment• Whether the insert key is active• The time
Many screens have so many options available that not all options fit onthe function bar.
These options can be listed by clicking the right mouse button anywhereon the screen. One option can be selected by double clicking on theoption with the mouse or by using the function keys. Note that everyicon on the screen also has a corresponding function key that can beused in case you’re a keyboard person instead of a mouse person.A system task is a business function performed in the system. Forexample, creating a purchase order to buy laminate from a vendor is abusiness task. There are three (3) types of system tasks:• Create• Change• Display
Every system task in SAP has a transaction code associated with it.There are two reasons why you need to know how to find out thetransaction code:
1. If you have a problem with the system, the technical people will want
to know the transaction code.2. If you decide to start using the Command field to navigate, you’ll
need to know the transaction code.
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Transaction CodesAnd Menu Paths
Types of Fields
Multiple SessionsSystem MessagesAASIS Basic Overview and Navigation
Quick Reference Guide
(White entry field on Standard Toolbar)
To access a transaction from here, the Command is always /n + the
transaction code (for example, I want to do this as in /nMM00). /n tellsthe system to end the current transaction before starting the other.Types of SAP fields:
• Optional – Do not have to complete unless desired.
• Defaultof the system, or from interfaces.
– Information is populated in these fields from other areas
• Conditional entry.
- A field that may be required based upon a previous
• Required – SAP required fields are usually identified by
.
(Note: A field containing a you to continue the transaction until data is entered. Not all is a required field which will not allowrequired fields have , but all fields with a are required.)
System → Create Session
Note that PRD (2) is displayed in the bottom right of the screen in themessage bar indicating the second session. You may toggle between thetwo sessions just as you would between windows.How do you close the session? Click on:System → End Session
You can also open another session from the the transaction number.
Command field if you knowFrom the command line, type /oME51 (first “O” is like “Open Session”).The maximum number of concurrent sessions allowed is six.
There are 3 other types of screen messages:
Warning – Indicates a possible error has occurred. This is a built in“logic check”. For example, the date entered is in the past or future.You can continue without changing the entry by pressing ENTER.Information – Communicates about something you have done. Forinstance, when a purchase order is created, an information messageconfirms that the system has saved the information.
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System Messages(continued)
Admin Messages
Moving Around the Screen
Deleting IncorrectEntries
F1 – F4 HelpMaster Data andTransactional Data
SAP Master Data
SAP TransactionalData
AASIS Basic Overview and Navigation
Quick Reference Guide
System abend (abnormal end) – A serious system error has occurred andyou cannot continue until it is fixed. If you have an Abend message, contactNetwork Support Personnel. You can’t solve the error by yourself. Abendmessages are not encountered very often, and they are not the result ofanything you have done.
Additionally, there is another type of message you can get. This is amessage from the system administrator, informing you about things like,“the system is coming down in 5 minutes”.
You can move the cursor around the SAP screen in one of three ways:• Mouse
• Arrow Keys
• Tab & Shift + Tab
If you type the wrong entry in a field, place the cursor at the beginningof the field and
press the Delete key on the keyboard until the incorrect entry
disappears, or you can click and drag to highlight the field and pressDelete once.
What if I didn’t know what to put in a field? (Click or F1 for
field help; you can also press
or F4 for possible field entries.)
SAP data is divided into Master data and Transactional data.
Master data is a collection of information about an object or person, forinstance, a customer, a material, or a general ledger account.
This collection of information is held in a special SAP file and is
referenced whenever we deal with the object or person. For example,whenever we take an order from a customer, SAP references hiscustomer master file to find out his address and payment terms.Transactional data represents a specific business event, like creating asales order.
When carrying out a business task, SAP references the appropriatemaster data files for information and when the task is complete, SAPcreates a document detailing what happened. This document is given areference, for instance, an order number.
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Define Matchcodes
Search Terms
Printing Reports
Accessing Reports
Running Reports
Printing ReportsAASIS Basic Overview and Navigation
Quick Reference Guide
When the list of possible entries for a field is too large to display forselection, SAP matchcodes are used to find the correct entry. They arereally just a search method. When there is a matchcode selection for afield, a little yellow triangle displays in the upper right corner of thefield.
SAP displays the search terms for the matchcode. You can now enter asmany search terms as you know in order to limit the search. You caneven enter parts of search terms.
If the specify additional search choices.
is shown in the search box, the system will also allow you toIn addition to viewing SAP data online, you can also print and downloadpre-configured reports.
Now, let’s access a report using its transaction code: MC48.
Here’s a hint for getting to the Your cursor is positioned in the Command Command field.
field easily: press Ctrl + Tab.This is the Key Figure: Stock Value selection criteria screen. Here,we’ll specify the range of material, sales organization, and plant numbersthat we want to view as 0 to 99.
Click (Execute F8) to run the report.
To print the report, select the following options from the main menu:
List → Print or click (Print Shift + F7)
This is the Print Screen List screen. The first field is the Output
device. If you know the code for your printer, enter it here or you canlook it up with matchcodes.
Enter the Number of Copies you want to print and a Title for the report.To delete the report after it is printed, turn on the Delete after printcheck checkbox.
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Printing Reports(continued)
Download ReportData
AASIS Basic Overview and Navigation
Quick Reference Guide
The report will automatically be sent to your user ID. If you want tochange that, type over another user’s ID in the Recipient field. Finally,enter your department (like, “ACCT” or “Sales”).Press ENTER to validate the entries.
Click
(Print SHIFT + F7) or press F13 to print the report.
In order to create an electronic copy of a report, you can download thedata to a PC.
Click to return to the Key Figure: Stock Value screen.
From this screen menu, select:System → List → Save → Local File
The saved:
Save list in file dialog box displays. Select the type of data to be• Unconverted – ASCII text
• Spreadsheet – Can be put in an Excel file
• Rich text format – Can be put in a Word document
Press . Enter the file name on pop-up screen.
Click computer.
beside the File name field to browse for the file on yourPress .
Click OK.
Open the downloaded report file in the desired application.
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Print Screen
Mark Text
Copy MarkedInformationPaste Information
System Menu
User Profile
Specify a Printer
AASIS Basic Overview and Navigation
Quick Reference Guide
You can copy the entire SAP screen to the Windows clipboard by
pressing the another screen and you want to copy the top screen only, use Print Screen button. If you have a smaller screen on top ofALT +Print Screen.
It is also possible to copy information from the SAP screen in text form.To mark a selection of text to copy, use the following menu path:
→Quick Cut and Paste
Click and drag over the area you want to copy to the windows clipboard.
Once you have marked a selection, press Ctrl-C to copy the text to theWindows
clipboard (or right-click the mouse and select Copy).
To paste the copied information into other applications, open the targetapplication and press:
Ctrl-V (or Edit → Paste) (or right-click mouse and select Paste)
In addition to manipulating sessions, you can also use the System Menuto:
• Modify your user profile
• View and cancel background jobs• View data graphically
Like other applications, SAP can be customized to meet your particularneeds. For instance, you can specify a printer, set up defaultparameters for fields you use often, and create your own menu.All of the information about your specific environment is stored in yourUser Profile.
Let’s look at how to modify some aspects of your profile.
To specify a printer in SAP, use this menu path:System → User Profile → Use defaults
In the would like to use. If you do not know the name, press Output device field, type the network name of the printer youprinter from the list of possible entries.
F4 and select the8
Set DefaultParameters
Background Jobs
View DataGraphically
AASIS Basic Overview and Navigation
Quick Reference Guide
After you’ve been working on the system for a while, you may notice thatyou are repetitively entering some information in certain fields. You canreduce redundancy by setting default parameters for these fields.First, find the name of the field for which you want to set defaultinformation.
Enter in the Command Field the transaction, VA03 – Display SalesOrder: Initial Screen.
Select the field Order and click on the button.
Click Technical info and record the entry in the Parameter ID field.Once you’ve identified the field’s ID, you can get to the parametermaintenance screen by using the following menu path:System → User Profile → User Parameters
Enter the Parameter ID that you recorded earlier in the PID field andthe default value in the Parameter value field.
After you have initiated batch jobs, you may want to view the status ofthe job or cancel the job. You can do either of these things by accessingthe Background job status screen. Use the menu path:System → Job status
On this screen, you can see a list of the most recent jobs. To cancel abatch job, click on the Cancel button next to that job.
Most of the data that we see in SAP is displayed in tabular format. SAPdoes, however, give you the capability to view data graphically. here aretwo ways to switch from a table view to a graphical view. On screenswhere the graphs.
Graphics button is displayed, you can transform data intoEnter transaction MCBE in the Command field. Enter 1000 in thePlant field and10000660 (pinto beans) in the Material field.Click on (Execute F8).
Notice the button. Click it to create a graphic representation of the
data.
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AASIS Basic Overview and Navigation
Quick Reference Guide
View DataGraphically(continued)
Everywhere else, you can select data to graph by using the followingmenu path:
→ Generate Graphic
When the SAP Screen Capture window appears, highlight the data thatyou want to graph and click on the Draw button.
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AASIS Basic Overview and Navigation
Quick Reference Guide
SAP ICONS
Okay; Continue; Checked; Move to the next screen; Enter
Execute
Back; Access the previous screen
Exit the current transaction; Logoff
Cancel; Cancel the current data but stay in the transaction
User Menu
SAP Standard Menu
Add to Favorites
Delete Favorites
Create a new session
Generate a shortcut to the desktop
Save any changes
Command Field – move to a screen using transaction codes
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AASIS Basic Overview and Navigation
Quick Reference Guide
Display
Help
User Settings. The functions of this menu allows you to modify thebehavior of system messages, tab settings, cursor options andwhether to display keys in dropdown lists. Also used to generateHardcopy screen prints.
Access a list of all values or matchcodes that may be used in a field
Dropdown arrow
Choose detail
Sort in ascending order
Sort in descending order
Select All
Deselect All
Set Filter
Display Sum; Total
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AASIS Basic Overview and Navigation
Quick Reference Guide
Information; List StatusInformational MessageWarning Message
Error Message
Critical Message
Find
Find Next
First Page; Move to the first screen in a list
Previous Page; Move to the previous screen in a list
Next Page; Move to the next screen in a list
Last Page; Move to the last page in a list
Copy
Create
Change
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AASIS Basic Overview and Navigation
Quick Reference Guide
Display to Change; Go from Display mode to Change mode
Delete
Selection Mode; Select
Table Settings
Overview; List screen
Variants
Where-used List
Activate
Display Document Flow
Customer; Display Sold-To Party
Other……….
Minimize
Restore
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AASIS Basic Overview and Navigation
Quick Reference Guide
Close; Logoff
Selection Options
Dynamic Selections
Undo; Restore Default Settings
Refresh
First Column; Column Extreme Left
Column left; Previous….
Column right; Previous….
Last Column; Column Extreme Right
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