User Manual

First Steps in SAP

FUNCTION NAME POSITION DATE

Creation Annika Ehmann 15.10.2017
Review Annika Ehmann 20.09.2018
Approval

All rights reserved. This document was created for internal use at Marquard & Bahls and its subsidiaries. The user agrees to comply with all
applicable laws and regulations. Marquard & Bahls accepts no liability.
User Manual:
First Steps in SAP

CONTENTS

1 Learning Objectives .................................................................................. 3

2 Citrix Login ............................................................................................... 4

3 SAP Login/Logout ..................................................................................... 6

3.1 SAP Single-SignOn Login .............................................................................. 6
3.2 SAP Logout ................................................................................................. 7

4 Fundamentals in SAP ERP ......................................................................... 9

4.1 SAP Easy Access Menu ................................................................................. 9
4.2 Transaction ................................................................................................. 9
4.3 Favorites .................................................................................................... 9

5 Create Favorites in SAP ........................................................................... 10

5.1 Inserting an item from the SAP Standard Menu or from the User Menu ............. 10
5.2 Inserting a Transaction ............................................................................... 12
5.3 Inserting a Web Address or a File................................................................. 12

6 Import Favorites in SAP .......................................................................... 14

7 Change language in SAP ......................................................................... 18

7.1 Change language before Log in to SAP (one time action) ................................ 18
7.2 Change language during Log in to SAP ......................................................... 20

8 Change colour of the SAP screen ............................................................ 21

9 Maximize SAP screens ............................................................................ 23

10 Support ................................................................................................... 27

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1 Learning Objectives

After reading this manual, the user

 is able to log in to Citrix and SAP

 has a standard SAP knowledge about the basic functionalities
 can navigate through the SAP Easy Access Menu
 knows how to change system settings such as language and colours in SAP
 is able to create and import favorites in SAP
 is aware of maximizing SAP screens

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2 Citrix Login

IMPORTANT: This section is just for External parties (e.g. consultants).

Internal employees can skip this section and jump directly to point 3 since they can log in
to SAP via the icon on their desktop.

Link: https://citrix.marquard-bahls.net/vpn/index.html

Enter user name and password.

The password is always the users windows log in password.

Confirm with button “Login”

The Citrix platform is now available.

NOTE:
It could be that the SAP Icons are not displayed at its first place. If this is the case, please
click on the triangle next to your name and then on “Refresh Apps”.

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3 SAP Login/Logout

3.1 SAP Single-SignOn Login

The Single-SignOn functionality offers the user that Windows automatically hands your log
on information to the SAP system. Means that the user does not have to enter his user
name and password every time he uses the SAP application.

QS1: Test/ Quality System

PS1: Production system

Double-click on one of the icons “SAP GUI” to log into the relevant SAP system.
SAP GUI icons QS1 and PS1:

All screenshots in this document are taken from the Prod system PS1.

Double-click on PS1 (PROD) – SSO:

It could be that the user gets the information that he has to change his password (depends
on the region and the log on environment).

IMPORTANT: Do not change your password! Press the garbage bin symbol instead!

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Afterwards click on the green icon.

3.2 SAP Logout

In the SAP Easy Access Menu,press the yellow icon “Log off”.

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Or click on the button at the top right screen

Confirm the Log out with button “Yes”.

Now the user has left the system.

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4 Fundamentals in SAP ERP

SAP stands for „Systeme, Anwendungen, Produkte“ (systems, applications, products).

4.1 SAP Easy Access Menu

The SAP Easy Access user menu appears as a tree structure on the left half of your screen
immediately after you log on to an SAP system. It is the user-specific point of entry into
the SAP system. The user menu contains only those items that you need to perform your
daily tasks, such as transactions, reports and Web addresses.

Changing the SAP Easy Access settings, choose Extras  Settings.

A dialog box appears, where you can specify whether:

 Your favorites should appear before or after the menu

 Only your favorites should appear
 Technical names of menu options should appear in the navigation area
 The SAP Easy Access graphic should appear on the right-hand side of the screen

You can also hide this graphic by dragging the split bar from the center to the right edge of
the screen.

You can define whether a user or an SAP standard menu should appear. To do this, choose
either Menu  User menu or Menu  SAP standard menu.

4.2 Transaction

A transaction is used to access functions or running programs in a SAP application more

rapidly. With introduction of T-Codes users were able to start transaction by entering the
code into the command field in the GUI which was much faster than browsing the menu
tree.
Originally T-Codes consisted of 4 characters, the first character described the Module
where the T-Code belonged. For example, transactions starting with “M” belonged to
Material Management (MM Module) or “F” was for Financial Accounting (FI Module).

Today the T-Codes can be up to 20 characters long. Old T-Codes are still in use but new T-
Codes have different naming conventions. By entering a T-Code instead of using the menu,
navigation and execution are combined into a single step, much like shortcuts.

4.3 Favorites

The user`s favorites allow the user to start an application or a transaction without having
to select them in the navigation tree.

The user can also open Web pages from his favorites list. The user can add applications,
transactions and Web pages that he uses frequently to his favorites. This list is displayed in
the favorites panel by the side of the content area. He can use this panel to organize, add,
display, rename and delete his favorites.

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5 Create Favorites in SAP

In SAP Easy Access you can create a list of favorites containing:

 Transactions
 Files
 Web addresses

5.1 Inserting an item from the SAP Standard Menu or from the User Menu

Use the menu bar:

a) Select an executable item from the user menu.

b) Choose Favorites  Add.

The new item appears at the end of your “Favorites” list.

Use Drag&Drop:

Mark the transaction and drop it into the box “Favorites”.

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The new item appears below the position where you dropped it:

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5.2 Inserting a Transaction

Choose Favorites  Insert transaction.

A dialog box appears.

Enter the transaction code and choose Continue.

The new item appears at the end of your list and is automatically labelled with the
transaction name.

5.3 Inserting a Web Address or a File

Choose Favorites  Link or file. A dialog box appears.

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Enter the name and Web address or the file name and choose Continue.
The Web address must start with http://
For example: http://www.sap.com.

The file name must have the format: <Drive>:\<filename>\<filepath>.

For example: C:\Texts\SAP.doc.
You can use this function only if you can access local files from your Web browser.

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6 Import Favorites in SAP

Import favorites from one system into another one (e.g. from QS1 to PS1)

In the SAP Easy Access Menu click on button “Favorites” (e.g. in system QS1).

Click on line “Download to PC”

Save it locally.

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Click on button Allow.

Log into the target system (e.g. system PS1).

In the SAP Easy Access Menu click on button Favorites.
Then click on Upload from PC.

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Select the right file, then click on button Open.

Click on button Allow.

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A message pops up. Click on button Insert or Append (depends on what the user wants to
have).

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7 Change language in SAP

7.1 Change language before Log in to SAP (one time action)

Press the icon at the upper left side:

Choose button “Options…”

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Open folder “SAP Logon Options”, click on General.

Now the user can change the language.

Confirm with button “OK”.

Click on buton “YES” to restart the SAPGUI.

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7.2 Change language during Log in to SAP

The user can change the language during Log in to SAP.

Enter user name and password.

Change language in field Logon Language.

Examples:
EN – English
DE – German

Confirm your entries with “Enter” or press button .

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8 Change colour of the SAP screen

In order to easily distinguish between the different SAP systems, the user can change the
colour settings of the system.

Click “Options…”

In Register Visual Design, click on Color Settings.

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Now the user can change the colour of the SAP screen.

Confirm with button “OK”.

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9 Maximize SAP screens

The standard SAP settings are in size 11. If the user has the feeling that the standard SAP
settings and screens are too small, he can easily change it to a bigger size.

Close every SAP window.

Go to the initial SAP Logon and click on the icon in the left corner and then on “Options”.

Then click on folder “Visual Design” and “Front Settings”.

Click on “Select” in the “Monospaced Front Settings”.

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Click on “Select” in the “Monospaced Front Settings”.

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Adjust the size to e.g. 14 and click on button “OK”.

The 'Proportional Front Settings' have been adjusted automatically.

Click on button “OK” and close the whole SAP Logon screen.

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Login again and your SAP screens will have larger front settings in every transaction.

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10 Support

If you still have issues, questions, problems after reading this manual, please refer to your
key user to get additional support. The key user will take care of your issue and - if
necessary - raise a ticket to IT helpdesk.

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