CASE STUDY

Navigation in SAP Systems

Introduction to Navigation in SAP solutions based on SAP ERP

Product MOTIVATION LEARNING METHOD

SAP ERP 6.08 This material explains how to The learning method used is guided
Global Bike navigate in SAP systems. It is learning. This is a suitable method
aimed at students at universities, because navigating in SAP systems
Level universities of applied sciences is a fundamental skill but also very
Beginner and other educational institutions complex.
with no previous experience of
Focus SAP software. It can be used in
The benefit of this method is that
the class or for self-study.
Navigation knowledge is imparted quickly.
Students also acquire practical skills
After completion of the course,
Authors and competencies. Similar to a case
students will be able to navigate
study, this method explains a
Babett Koch through the user interface to work
process or procedure in detail.
Stefan Weidner on business processes and case
studies on their own.
Version By using exercises at the end of each
Furthermore, this material serves
part, students can put their
3.1 as a reference for occasional users
knowledge into practice and gain a
of SAP systems.
sustainable understanding of the
Last Update underlying processes.
July 2017

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Table of Contents
Step 1: Logging On .................................................................................................................... 3
Step 2: Initial Screen .................................................................................................................. 6
Step 3: Customize Local Layout ............................................................................................... 9
Step 4: Favorites ....................................................................................................................... 11
Step 5: Transaction Codes ....................................................................................................... 12
Step 6: Help .............................................................................................................................. 16
Step 7: Multiple Selection ....................................................................................................... 18
Step 8: Working at Global Bike .............................................................................................. 20
Step 9: Logging Off ................................................................................................................. 21

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Step 1: Logging On

Task Log on to the system. 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 below 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.

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

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

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 firm – Client
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 GUI Window in
the Language field. Then choose or Enter.

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

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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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Step 2: 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.

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.

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.

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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).

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Exercise
Open the following tree structure.

Exercise 1

1.1 What is the difference between the transactions Display Current and
Display at Key Date?
.
.
.

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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Step 3: Customize Local Layout

Task Use the menu to change user-specific settings. Time 10 Min.

Local Layout
Click the button Customize Local Layout and select Options.

Within the new screen, expand Interaction Design and select Visualization 1.
Activate the checkbox for Show key within dropdown lists.

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You can adjust warnings to not only show up within the status bar but within
pop-ups as well. To do so, select the point Notifications and activate the
respective checkboxes for showing success, warning and error messages in a
dialog box.

Press Ok to save your changes.

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Step 4: 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 2

Create/Expand your own favorites menu.

2.1 Add the SAP Help Portal using the URL help.sap.com.
2.2 Add the following transaction as a favorite:
Logistics ► Sales and Distribution ► Sales ► Order ► Display

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Step 5: 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 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
GUI Window when you call a transaction.

/n Exits the current transaction /n

/i Closes the current GUI Window /i

/o Opens a new GUI Window /o

Exercise 3

3.1 Which business function is displayed with the transaction code VA03?
.
3.2 Which business function describes the menu path Logistics ► Sales and
Distribution ► Master Data► Business Partner ► Customer ► Display
► Complete ?
.
3.3 What is the difference between the transactions VD03 and XD03?
.
.
.

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3.4 Which business processes describe the following transaction codes?

XK01: .
MM02: .
ME23N: .

When leaving a transaction using , or you may be confronted with

this displayed dialog window. Be sure that no unsaved data is displayed in
the current GUI Window. Then choose yes.

Note Functionality of the different navigation buttons:

Checks all entries and completes the actual screen.
Goes back one level in the transaction hierarchy.
Checks all entries, completes the actual screen and afterwards
exits the transaction. All entries within the transaction can be
saved if required.
Terminates processing component without checking the
entries and cancels the transaction. Restores the latest valid
database version.

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.
Please choose EN (English) for Logon Language, 1,234,567.89 for Decimal
Notation and MM/DD/JJJJ as Date Format.

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Save your entries using .

Exercise 4 For the following exercise switch to transaction VA03, to do so

leave the current transaction by using .

4.1 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.)
.

.
.
4.2 Why is the icon (Save) grayed out in the initial screen?
.
.
.
4.3 Which of the following icons can create a new GUI Window?




4.4 How many GUI Windows can be open in the system in parallel? (Tipp
Click on the corresponding icon until the system does not create another
GUI Window.)
.
4.5 To close a GUI Window, choose the icon in the Standard Toolbar or
go to the entry System ► Close GUI Window in the menu list.
What is the difference between the icons and ?
.
.

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Step 6: 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 help F4

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

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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)?

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
OR
5.3 What is the difference between these two types of orders?

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Step 7: Multiple Selection

Task Understand and perform multiple selection. Time 10 Min.

Short description Understand and perform multiple selection in SAP GUI
and get to know useful hints about it.

Choose transaction MMBE to get to the Stock Overview Screen. Display the
stock from the plants in Dallas and Miami.

Please assure, that when you enter the two plants in the overview as shown
below, you will not get the correct result.

As you will see in the following screen, the plant in Heidelberg was chosen
as well. This is due to the fact that the SAP system displays all plants which
range alphabetically between DL00 and MI00.

Therefore click to return to the last screen. Select the black Deluxe
DXTR1000
Touring Bike (DXTR1000) and click afterwards.

Choose multiple selection . Then choose the plants you

want to display and press Enter. Afterwards select Execute .

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Step 8: Working at Global Bike

Task Display Global Bike information in SAP GUI. Time 15 Min.

Short Description Navigate through the SAP system to display the most
important information of your enterprise in Global Bike.

Exercise 6
6.1 How many black Deluxe Touring Bikes do you have in stock?
(Tip Therefore use transaction MMBE.)

6.2 Which customers can be identified in Global Bike?

Follow the menu path: Logistics ► Sales and Distribution ► Master
Data ► Business Partner ► Customer ► Display ► Complete
(Hint Click on the field Customer and press F4. Then enter your
Company Code (DE00).
6.3 What is a debitor?

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Step 9: Logging Off

Task Log off the system. Time 5 Min.

Short Description Log off the SAP system.

Choose System ► Log off to close the current GUI Window. The Log Off
confirmation prompt shown on the right informs you that unsaved data will
be lost. Once you are certain that you have saved all entries, you can confirm
the prompt by choosing Yes.

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