UNIT 2

UNIT 2 SAP ERP Basics and Navigation

Lesson 1Defining System-Wide Concepts 26

Lesson 2Explaining SAP NetWeaver Business Warehouse Concepts 38

Lesson 3Navigating Within the SAP ERP System 49

Exercise 1: Navigate Within the SAP ERP System 61

Lesson 4Personalizing the User Interface 65

Exercise 2: Personalize the User Interface 67

UNIT OBJECTIVES Describe the underlying concepts that apply to all SAP ERP applications Map an organization to the SAP organizational levels Identify the master data records that support specific business processes Explain how transactions are used in SAP ERP Identify various types of reporting solutions Explain the basic concepts and architecture of SAP NetWeaver BW Identify the aspects of navigation within the SAP system Navigate the SAP system Personalize the SAP user interface

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Unit 2Lesson 1

Defining System-Wide Concepts

LESSON OVERVIEWThis lesson focuses on the underlying concepts of the SAP ERP system.Business ExampleAs a project team member, you will be using SAP to track and analyze data about your organization. For this reason, you require the following knowledge: An understanding of the underlying concepts that apply to all SAP ERP applications An understanding of the SAP ERP organizational levels and elements An understanding of the master data functions in SAP ERP

LESSON OBJECTIVESAfter completing this lesson, you will be able to: Describe the underlying concepts that apply to all SAP ERP applications Map an organization to the SAP organizational levels Identify the master data records that support specific business processes Explain how transactions are used in SAP ERP Identify various types of reporting solutions

System-Wide ConceptsThe system-wide concepts in SAP ERP are as follows: Organizational levels Master data Transactions

26 Copyright . All rights reserved.

Organizational Levels

Figure 17: Organizational Levels Terminology

The enterprise structure of a company is mapped to SAP applications using organizational units.Organizational units represent the enterprise structure in terms of legal and/or business-related purposes.Organizational units include legal company entities, plants, storage locations, sales offices, and profit centers.Examples: Client is the highest-level unit of all organizational elements. It represents the enterprise or

headquarters group. Company code is a unit used in the balance sheet of a legally independent enterprise. It is

the central organizational element of Financial Accounting (FI). Sales organization is the central organizational element of Sales and Distribution that

controls the terms of sale to the customer. A division is usually used to represent a product line.

Plant is the central organizational unit in the context of production planning. A plant can manufacture product, distribute product, or provide a service.

Material stocks can be differentiated within one plant according to the storage location in the context of inventory management.Organizational units may be assigned to a single application or to several applications. For example, a sales organization is assigned to Sales and Distribution, while a plant is assigned to materials management, production planning, and sales.

Lesson: Defining System-Wide Concepts


Master data is created and assigned to organizational structures at various levels.

Master Data

Figure 18: Master Data Example Customer Master

Master data is used long term in the SAP system for several business processes. Master data is created centrally and can be used by all applications and all authorized users for many business processes. Examples of master data in SAP include customers, materials, and vendors.A customer master contains key information that defines the business relationship between a company and its customer. Master data supports the execution of key business processes such as customer requests, deliveries, invoices, and payments.Master data also has an organizational aspect because the data is organized into views that are assigned to organizational elements.The customer master in the figure is organized into the following views, each of which is located at a different organizational level: General data (client) FI data (company code) Sales data (sales area)All company codes can use the data on the client level. The customer account number is assigned on the company code level. This means that from a financial view, the same customer has a specific accounts receivable number in all company codes. Other types of master data are assigned to other organizational elements.

Unit 2: SAP ERP Basics and Navigation


Material Master Example of Master Data

Figure 19: Material Master Example of Master Data

The material master contains the information that a company needs to manage a type of material. The material master defines how a product is sold, manufactured, purchased, inventoried, and costed. The information in the material master is grouped into views that are organized by business function.



Personnel Record Example of Master Data

Figure 20: Personnel Record Example of Master Data

SAP ERP Human Capital Management (SAP ERP HCM) enables you to quickly and efficiently map your current organizational and reporting structure with its organizational objects. The organizational objects include organizational units, jobs, positions, and tasks.



Transactions

Figure 21: Transactions

Transactions are application programs that execute business processes in the SAP ERP system. Whenever possible, master data is copied during transaction processing to avoid reentry of data. For example, when you execute the Create Sales Order transaction, you must enter the customer master number. This number is copied into all the relevant customer information. Similarly, when you enter the material master numbers for the items being ordered, the relevant material data is copied into the sales order.In addition, when performing each transaction, you must enter the applicable organizational units. For example, when you specify the sales organization information, the appropriate sales organization and sales statistics are updated. Similarly, the designation of the plant and storage location determines the location for product sourcing.When you execute a business process transaction in the system and save it, a document is created. This document is a record of the transaction, and contains all the predefined information from the master data and organizational elements.A document is generated for each business process transaction carried out in SAP ERP.



Reporting Solutions in SAP ERP

Figure 22: Reporting and Analytics

Information is created as a result of processing business transactions in SAP ERP Central Component. You can access this information in reports available in SAP ERP Central Component, or you can create your own report with information pulled from SAP NetWeaver Business Warehouse.SAP List Viewer and ALV Grid Control

Figure 23: SAP List Viewer and ALV Grid Control



SAP List Viewer and ALV grid control standardize and simplify the handling of lists in SAP systems. There is a uniform user interface and list format for lists that help you to avoid redundant functions. You can use ALV grid control not only in list displays (for example, the list of material documents) but also in other transactions (for example, purchase requisition).Not all lists use the full range of SAP List Viewer functions. Some lists offer special functions above the scope of SAP List Viewer. You can change the appearance and content of the lists using the layout (display variant) pushbutton.The key elements of SAP List Viewer and ALV grid control are as follows: Uniform design of all lists and tables Cross-application and standardized function with uniform icons Creation and modification of layouts

Note:For more information on SAP List Viewer and ALV grid control, refer to the SAP Library under Introduction to the SAP system Working with the SAP GUI Lists.

Logistics Information System (LIS)

Figure 24: Logistics Information System (LIS)

The LIS offers a range of application-related (modular) information systems. All information systems have a standard interface and provide similar basic functions. At the same time, the modular structure also caters to special aspects in each information system.The type of data retention is identical in all information systems within the LIS. A number of special tools and working methods underscore the typical character of a data warehouse in the LIS.



In the LIS, you can distinguish between the following information systems: Sales Information System (SIS) Purchasing Information System (PURCHIS) Inventory Controlling (INVCO) Warehouse Management Information System (WMIS) Shop Floor Information System (SFIS) Quality Management Information System (QMIS) Plant Maintenance Information System (PMIS) Retail Information System (RIS)Reporting in LIS

Figure 25: Reporting in LIS

The key features of standard analyses are as follows: Standard analyses provide comprehensive data evaluation options based on the data in

the standard information structures in LIS. Standard analyses provide a multitude of functions to facilitate a detailed and targeted

evaluation of data. Standard analyses define the scope of the data to be evaluated using various selection

options. The selection of key figures to be evaluated can be either preset or made interactive during the analyses.

You can use the Early Warning System (EWS) to search for unusual patterns. EWS enables you to react in time to predefined exception situations and correct them.The key features of flexible analyses are as follows: Flexible analyses help you to compile and aggregate key figures on an individual basis. You

can also structure the layout of your report to meet specific requirements.



Flexible analyses help you to define key figures whose content is derived from existing key figures by using calculation formulas for reports.

Flexible analyses help you to multiply key figures or calculate the quotient of two key figures.

The data in the list is generated from advanced reports with the SAP Query tool.Information Structures

Figure 26: Information Structures

The tables of the Logistics Data Warehouse are called information structures or info structures.The types of information contained in the information structures are as follows: Characteristics

Characteristics comprise information that is suitable for aggregation. Therefore, the analysis objects of the real business world are included in information structures as classification keys in the form of characteristics. Statistical information on characteristics, such as vendor, customer, or material, is updated in the aggregated form. Organizational elements such as purchasing group, material group, valuation area, plant, or storage location are also used as characteristics in the information structures.

Periodicity (time base)The time base affords another option for aggregation. The data is cumulated not only per characteristic, but also per period. Possible periods are day, week, month, and posting period.

Key figuresKey figures are updated for each characteristic combination and periodicity. Key figures are quantitative values that provide information on measurable facts. Key figures can be derived for each classification key by cumulation (purchase or production order quantity, for example). Key figures can also be simple counters, such as the number of deliveries or the number of purchase orders.

The standard SAP system contains various information structures for different application areas. With the aid of easy-to-use tools, you can group characteristics and key figures into



individual information structures to meet specific requirements. Separate update programs can be used to supply these information structures with data.Standard AnalysisThe data basis for a standard analysis is established by specification of the object to be analyzed (for example, purchasing group, vendor, or material group) and by selection. You can then display this dataset structured in different ways.You can also store the selected data from a standard analysis for later analyses.Various functions are available when performing standard analyses. Some of these are included in the following list: Drilldown function Choose key figures and change their order Sort list Create ranking sequence ABC analysisIn standard analyses, a fundamental distinction is made between the basic list and a drilldown list. The basic list gives you an overview of the characteristic values for key figures in accordance with previously chosen selection criteria.With the aid of the drilldown function, you can vary the depth of information. That is, you can display the data that appears in a list in greater detail with regard to certain criteria. You can either determine the order in which the information is broken down by you or follow a predefined analysis path by using the standard drilldown.Reporting in Standard Analyses

Figure 27: Reporting in Standard Analyses

Some of the functions that you can perform for all list levels are as follows: Cumulative frequency curve



Correlation ABC analysis Classification Segmentation Ranking listsYou can present all results in the form of figures. You can also display the complete master record and document information using the standard transactions of the application from various breakdown levels.

LESSON SUMMARYYou should now be able to: Describe the underlying concepts that apply to all SAP ERP applications Map an organization to the SAP organizational levels Identify the master data records that support specific business processes Explain how transactions are used in SAP ERP Identify various types of reporting solutions



Unit 2Lesson 2

Explaining SAP NetWeaver Business Warehouse Concepts

LESSON OVERVIEWThis lesson introduces you to the basic concepts, architecture, and functions offered by SAP NetWeaver Business Warehouse (SAP NetWeaver BW).

Business ExampleAs a project team member, you are required to implement SAP NetWeaver BW in your organization. You need to familiarize yourself with its terminology and functionality. For this reason, you require the following knowledge: An understanding of the basic concepts and architecture of SAP NetWeaver BW An understanding of how SAP NetWeaver BW reporting and analysis tools support various

business processes

LESSON OBJECTIVESAfter completing this lesson, you will be able to: Explain the basic concepts and architecture of SAP NetWeaver BW

Business Intelligence Platform

Figure 28: Business Intelligence Platform

A complete business intelligence solution is subdivided into various areas. SAP brings together a powerful business intelligence infrastructure, a comprehensive set of tools,


planning, and simulation capabilities, and data warehousing functionality, all delivered through enterprise portal technology.The functionality of business intelligence enables strategic analysis and supports decision-making within a company. Authorized employees can access and evaluate historical and current data at different levels.SAP NetWeaver BW Architecture

Figure 29: SAP NetWeaver BW Architecture

The SAP NetWeaver BW architecture contains the following layers: Extraction

Enterprise data is collected centrally in SAP NetWeaver BW. The data is usually extracted from various sources and loaded into SAP NetWeaver BW. SAP NetWeaver BW supports all kinds of sources, both relational and multidimensional, SAP and non-SAP. You can perform technical cleanup and apply business rules to consolidate the data for evaluations. The consolidated data is stored in the enterprise data warehouse. This entire process is called extraction, transformation, and loading (ETL).

Data storage and data flowSAP NetWeaver BW offers a number of options for data storage. These options include the implementation of a data warehouse or an operational data store, and the creation of the data stores used for the analysis.

Data analysis and planningYou have several options to analyze business data consolidated in the enterprise data warehouse. The information gained from an analysis of the dataset can be used as a basis for decision making in your company.

Lesson: Explaining SAP NetWeaver Business Warehouse Concepts


Online analytical processing (OLAP) prepares information for large amounts of operative and historical data. SAP NetWeaver BWs OLAP processor allows multidimensional analyses from various business perspectives. Data mining helps to explore and identify relationships in your data that you might not discover at first sight.

SAP NetWeaver BW Source Systems/Tools

Figure 30: SAP NetWeaver BW Source Systems/Tools

SAP NetWeaver BW enables the analysis of data from operative SAP applications and all other business applications and external data sources, such as databases, online services, and the Internet.Administrator Workbench (AWB) functions allow you to control, monitor, and maintain all data procurement processes.SAP NetWeaver BW enables OLAP for staging information from large amounts of operative and historical data. OLAP technology permits multidimensional analyses according to various business perspectives.The SAP NetWeaver BW server, which is preconfigured by business content for core areas and processes, allows you to examine the relationships in every area within your company. Business content provides targeted information to companies, organized by roles. This helps employees to perform their tasks better. Business content includes other preconfigured objects such as InfoCubes, queries, key figures, and characteristics. These objects facilitate the implementation of SAP NetWeaver BW.The SAP Business Explorer (SAP BEx) tools provide users with extensive analysis options.



SAP NetWeaver BW Terminology InfoSource and DataSource

Figure 31: InfoSource and DataSource

An InfoSource is a set of information that logically belongs together, summarized into a single unit. An InfoSource is located in the business intelligence system and contains a communication structure which, in turn, delivers the data that is to be sent to the InfoCube.An InfoCube contains InfoObjects, which represent data that logically belongs together for the InfoSource.The DataSource in the online transaction processing (OLTP) system contains the extraction source structure and transfer structure. The extraction program uses these structures to access and extract data from the source system.The DataSource is replicated in the SAP NetWeaver BW system. This is where a duplicate of the transfer structure is generated. The transfer structure in the business intelligence system is linked with the InfoSource using transfer rules. Transfer rules allow incoming data to be debugged and modified. InfoSources can comprise transaction data and master data that include attributes, texts, and hierarchies.



SAP NetWeaver BW Terminology InfoObjects

Figure 32: InfoObjects

Business evaluation objects (companies, sales volumes, and so on) are called InfoObjects in SAP NetWeaver BW.InfoObjects can be divided into characteristics and key figures.Characteristics can be further divided into units, time characteristics, and technical characteristics, for example, request ID.Key figures are all data fields that are used to store values or quantities (sales volumes, net sales, and costs). Characteristics describe the affiliation of key figures.SAP NetWeaver BW Terminology InfoCubes

Figure 33: InfoCubes



The features of InfoCubes are as follows: InfoCubes are the central data containers that form the basis of reports and analyses in

SAP NetWeaver BW. InfoCubes contain key figures (sales volumes, incoming orders, and actual costs) and a link to the characteristics (master data of the SAP NetWeaver BW system such as cost centers, customers, and materials). Each InfoCube should contain a self-contained dataset, because queries primarily refer to one InfoCube.

Master data in the SAP NetWeaver BW system consists of attributes of a characteristic, for example, the person responsible for a cost center, as well as hierarchies and texts of a characteristic.

An InfoCube consists of several database tables that are linked according to the star schema. InfoCubes include a fact table that contains the InfoCube key figures, and several surrounding dimension tables that store the links to the characteristics.

Each InfoCube has one fact table and a maximum of 16 dimension tables. Each fact table can contain a maximum of 233 key figures. A dimension can contain up to 248 freely available characteristics.

InfoCubes are stored in structures in the SAP NetWeaver BW system. If you want to store an InfoCube, you create a new folder or use an existing one. This is similar to the method used to store data on a personal computer. These folders are called InfoAreas in SAP NetWeaver BW.

SAP NetWeaver BW Terminology InfoProvider

Figure 34: InfoProvider

The features of InfoPoviders are as follows: InfoProvider is the superordinate term for an object that you can use to create reports in

BEx. InfoProviders are objects or views that are relevant to reporting. InfoProviders include various database metaobjects that deliver data for query definitions.

The type of data procurement differs depending on the InfoProvider used. However, the



type of data procurement has no influence on reporting. InfoProviders deliver data that can be analyzed using a query.

InfoProviders include two types of data stores. Physical stores include BasicCubes, ODS objects, and InfoObjects. Logical views of physical data stores include InfoSets, RemoteCubes, virtual InfoCubes, and MultiProviders.

The figure gives an overview of SAP NetWeaver BW reportable objects, divided into data targets that contain physical data and InfoProviders that contain only logical views. From the BEx view, only InfoProviders are accessed. The way in which the data is modeled is inconsequential to the SAP BEx tools.An Operational Data Store (ODS) stores data at the basic level (document level). It is used to resolve and consolidate datasets. These datasets are derived from various data sources or source systems.Administrator Workbench (AWB) is a workplace for SAP NetWeaver BW administrators. AWB functions are used to configure, control, and administrate SAP NetWeaver BW.

InfoCube to Report

Figure 35: InfoCube to Report

You can analyze a dataset in the SAP NetWeaver BW by defining queries using the data contained in an InfoCube. An InfoCube is described as a multidimensional cube from which sections are removed whenever characteristics and key figures are chosen in a query definition.The multidimensionality of query data allows you to generate different views of an InfoCube dataset. The OLAP processor compiles queries from the InfoCube data and provides methods that allow multidimensional navigation in the dataset.The BEx requests the data from the InfoCube and provides an updated view of the dataset. Only the data required by the query is transferred. If a new view of data is required during navigation, the OLAP processor provides it from the InfoCube. The data on the application server is always the data from the current and last drilldown.



Business Intelligence Reporting

Figure 36: Business Intelligence Reporting

BEx is the SAP NetWeaver BW component that provides flexible reporting and analysis tools that you can use to conduct strategic analysis and support decision making in your company. Employees with authorization can analyze historical and current data at various levels of detail and from several perspectives.BEx allows a wide spectrum of users to access information in SAP NetWeaver BW. This can be done in the Enterprise Portal from an iView that you can call along with the applications where you extract the data, in the Internet or intranet (Web application design), or using a mobile device (for example, WAP-enabled mobile telephones and personal digital assistants).Web application design allows you to implement generic OLAP navigation in web applications and in business intelligence cockpits for both simple and highly individual scenarios. Highly individual scenarios with customer-defined user interface elements can be constructed using standard markup languages, for example, hypertext markup language (HTML). Web application design encompasses a wide spectrum of interactive web-based business intelligence scenarios that you can modify to suit your requirements using standard web technology.Portal integration includes single point of entry, role-based staging of information, personalization, publication of iViews, and integration of unstructured data.Query, reporting, and analysis include query design using the BEx Analyzer, multidimensional (OLAP) analysis, geographical analysis, ad hoc reporting, and alerts.Web application design includes interactive analytical content, information cockpits and dashboards, a basis for creating analytical applications, creation of iViews for a portal, and wizard help.



SAP BusinessObjects

Figure 37: SAP BusinessObjects

SAP BusinessObjects is the market leader in enterprise business intelligence. By making information easily accessible and consumable with simplified user interfaces, SAP BusinessObjects helps companies to bridge the information divide between business intelligence power users and everyday business users. As a result, organizations gain better business insight, which improves decision making and enterprise performance.



New Business Intelligence Platform

Figure 38: New Business Intelligence Platform

Data Integration and SAP BusinessObjects Data Quality Management add the connectivity of SAP NetWeaver BW to heterogeneous sources based on rich content. Users benefit from rapid visibility of critical information and gain a single view of accurate and trusted data.The components of SAP BusinessObjects Enterprise are as follows: SAP BusinessObjects Analysis

SAP BusinessObjects Analysis is a web-based OLAP client with an advanced and highly intuitive user interface. SAP BusinessObjects Analysis offers multiple connections to multiple OLAP servers and is designed for business analysts to analyze OLAP data and end users to review OLAP data.

SAP BusinessObjects Web IntelligenceSAP BusinessObjects Web Intelligence is the leading end user reporting and analysis tool in the area of ad hoc reporting. SAP BusinessObjects Web Intelligence has a simple user interface for self-service reporting and analysis (autonomous from IT) and helps to combine SAP and non-SAP data in a single report.

SAP Crystal ReportsSAP Crystal Reports is the market-leading standard reporting and formatting tool. SAP Crystal Reports enables the creation and modification of highly formatted management reports on top of SAP NetWeaver BW.

SAP BusinessObjects DashboardsSAP BusinessObjects Dashboards is a data visualization tool that transforms business intelligence data into engaging presentations and dashboards. SAP BusinessObjects Dashboards facilitates the integration of dynamically updated data into Microsoft Office,



PDF, and web documents with SAP BusinessObjects queries and reports. SAP BusinessObjects Dashboards comprises designing and viewing extensions by leveraging SAP BusinessObjects web services.

LESSON SUMMARYYou should now be able to: Explain the basic concepts and architecture of SAP NetWeaver BW



Unit 2Lesson 3

Navigating Within the SAP ERP System

LESSON OVERVIEWThis lesson demonstrates how to work efficiently in the SAP system by personalizing your screens and using different navigation options.Business ExampleTo efficiently use the SAP system, you must be able to navigate the screens and utilize the various options available. For this reason, you require the following knowledge: An understanding of screen structure elements How to create a personal favorites list of transactions How to personalize screens How to navigate various screens How to find help

LESSON OBJECTIVESAfter completing this lesson, you will be able to: Identify the aspects of navigation within the SAP system Navigate the SAP system


SAP GUI Screen Layout

Figure 39: SAP Easy Access

The SAP Easy Access screen is the initial default screen of the SAP system. The left panel of the screen contains a tree hierarchy of available menus. The figure in the right panel is determined centrally by your system administrator. For example, the figure can be your companys logo.Individual users cannot customize this figure.



SAP Screen Structure

Figure 40: SAP Screen Structure

An SAP screen contains the following screen elements:Command field You can start an application directly by entering a relevant transaction

code into the command field. You can find the transaction code for an application in the Overview

menu on the SAP Easy Access screen, on the status bar, or in the application itself under System Status.

Menu bar The menu bar is the top line of any primary window in the SAP system. The menu that is displayed depends on the application you are using.

Standard toolbar The buttons in the standard toolbar are displayed on every SAP screen.

If some buttons are not available in an application, they are deactivated (grayed out).

If you place the cursor over a button, the system displays a flag with the name or function of that button.

Title bar The title bar displays the name of the function that you are currently using.

Application toolbar The application toolbar displays the buttons available in the application you are currently using.

Lesson: Navigating Within the SAP ERP System


Checkboxes Checkboxes allow you to select several options from a group of fields.

Radio buttons Radio buttons allow you to select a single option from a list.

Tab pages Tab pages organize several screen areas to improve clarity and organize data.

Status bar The status bar displays current information about the system, such as warnings and errors. You can also change the display variant to show, for example, the transaction code of the transaction you are currently using.

Other elements Other elements include input fields and buttons.

Status Bar

Figure 41: Status Bar

The status bar provides current information about the SAP system and the transaction or task on which you are working. System messages are displayed on the left panel of the status bar, and system information is displayed on the right panel.

The following information is displayed on the status bar: System Client User Program



Transaction Response timeTo hide the information status fields, choose the arrow located to the left of the fields.Multiple Sessions

Figure 42: Multiple Sessions

The SAP system tracks multiple logons. The primary reasons for tracking multiple logons are security and licensing. If the same user logs on more than once, the system displays a warning message for each subsequent logon.The following warning messages are displayed: Continue with this logon and end any other logons of this user in the system. Continue with this logon without ending any other logons in the system (this is tracked). Terminate this logon.You can be logged on only once per SAP system. To open several windows at the same time on the same computer, use multiple sessions.You can create a new session at any time. Creating a new session is helpful if you are in the middle of a transaction and need to verify some information to complete the transaction. You can create several sessions, each independent of the others. You do not lose any data in the sessions that are already open. In addition, closing a session does not cause the other sessions to close.Too many open sessions can result in slower system performance. Your system administrator may limit the number of sessions that the users can create. Before you end a session, save any data you want to keep.



Caution:The system does not prompt you to save your data when you end a session.

Navigate Transactions Through the Favorites Menu

Figure 43: Favorites Menu

Examples of items that you can add to a favorites list are as follows: Transactions Links to files Internet addressesYou can edit your favorites list according to your preferences on the SAP Easy Access screen by using the Favorites menu. You can also organize your favorites into folders.



Navigation Options

Figure 44: Navigation Options

You can navigate in the SAP system by using one of the following options or methods: Enter transaction codes in the command field. Choose items from the menu. Choose items from the favorites list. Choose from the role-based user menu.Menus allow you to find a specific transaction when you do not know the transaction code. In the SAP system, the menu is organized according to the task you perform. Menus are dropdown lists. Therefore, when you choose a menu item, further options appear.Transaction Codes

Every transaction or function in the system has a transaction code. If you know the transaction code for the required transaction or function, you can enter the transaction code in the command field to initiate the transaction or function.You can find the transaction code by navigating to the transaction and then choosing System Status.The following table provides some shortcuts that you can use while working with transactions:Entry in the Command Field Results/N Cancels the current transaction/NXXXX Initiates the specified transaction directly

from another transaction/O Displays an overview of sessions



Entry in the Command Field Results/OXXXX Initiates the specified transaction in a new

session/NEND Ends the logon session with a confirmation

dialog box/NEX Ends the logon session without a

confirmation dialog box/I Deletes your current session

Role-Based User Menus

Figure 45: Role-Based User Menus

SAP offers two formats to display a menu of transactions, reports, or web-based applications to the user.Menu formats include the following: SAP standard menu

The SAP standard menu is a complete list of all possible transactions and reports offered by the system.

Role-based user menuThe role-based menu is a collection of activities used in business scenarios. Users can access transactions, reports, or web-based applications through their role-based menus.

Users are assigned a role menu and authorizations associated with their role. Authorizations control access to the specific activities required to perform the job function. The system



administrator can tailor role-based menus to suit specific job requirements by adding or removing menu entries.

Caution:As a system administrator, you may be responsible for setting up role-based menus, which are then transferred to the front end. Therefore, it is advisable to keep roles as small as possible, since large roles take a long time to transfer to the front end.

Getting Help

Figure 46: Getting Help

The SAP system provides comprehensive online help, which is available from any screen in the system.The Help menu includes the following options: Application Help

Application Help displays comprehensive help for the application that is currently running on your screen.

SAP LibrarySAP Library contains online documentation.

GlossaryGlossary enables to you to search for definitions of terms.

Release NotesRelease Notes describe functional changes that occur between SAP system releases.



SAP Service MarketplaceA user ID and a password are required to access the SAP Service Marketplace. If problems occur in the system, SAP Service Marketplace provides fast, effective help.

Create Support MessageWith support messages, you can contact the responsible SAP Solution Manager support unit directly from your SAP system.

SettingsYou can choose settings for help. For example, you can customize how F1 and F4 help are displayed. Settings options also enable users to change their SAP screen theme and display functionalities.

Field Help F1 Help

Figure 47: Field Help F1 Help

You can use field help (F1 help) to get help on fields, menus, functions, and messages. F1 help also provides technical information on the selected field, for example, the parameter ID and the technical name of the field.



Field Help F4 Help

Figure 48: Field Help F4 Help

You can use field help (F4 help) to find information on the possible values that you can enter in the field. You can access F4 help for a selected field by choosing the button to the right of that field or by pressing the F4 key.



Unit 2Exercise 1

Navigate Within the SAP ERP System

Business ExampleYou are new to SAP and you need to use transaction codes to quickly perform your job tasks in the SAP system.To do this, you need to understand transaction codes and how to execute them.1. Execute the transaction codes mentioned in the table and record each activity in the

space provided. Do not return to the SAP Easy Access screen after viewing each transaction code.

Hint:If you log off, log on to the system again.

Entry in the Command Field ResultSU3SM04/NSM04/NEND

2. Display a list of the users logged on to the system.3. To display the transaction code for the SMO4 transaction, choose System Status.4. Return to the SAP Easy Access screen and use the transaction code to display the user

overview, which provides a list of the users logged on to the system.


Unit 2Solution 1

Navigate Within the SAP ERP System

Business ExampleYou are new to SAP and you need to use transaction codes to quickly perform your job tasks in the SAP system.To do this, you need to understand transaction codes and how to execute them.1. Execute the transaction codes mentioned in the table and record each activity in the

space provided. Do not return to the SAP Easy Access screen after viewing each transaction code.

Hint:If you log off, log on to the system again.

Entry in the Command Field ResultSU3SM04/NSM04/NEND

a) On the SAP Easy Access screen, enter the transaction code SU3 in the command field and choose Enter.

b) Record the name of the transaction in the Result column of the table given in the exercise.

c) Select Back and similarly perform the steps to identify the names of the transaction codes listed in the table. Record the names in the Result column.The table displays the entries in the command field and their corresponding results:Entry in the Command Field ResultSU3 Initiates the screen to maintain your own

user settings.SM04 Does not initiate a transaction. A

transaction can only be started directly from the SAP Easy Access screen unless you use a prefix.


Entry in the Command Field Result/NSM04 Initiates the user overview

successfully. /n first ends the active transaction and then initiates the specified transaction.

/NEND A logoff confirmation dialog box appears. You can now exit the system.

2. Display a list of the users logged on to the system.a) On the SAP Easy Access screen, choose Tools Administration Monitor System

Monitoring User Overview.3. To display the transaction code for the SMO4 transaction, choose System Status.

a) Choose User Overview.b) Choose System Status.c) Locate the transaction code, which is SM04.

4. Return to the SAP Easy Access screen and use the transaction code to display the user overview, which provides a list of the users logged on to the system.a) Close the System Status dialog box by choosing Cancel.b) Select Back and exit User List.c) Enter SM04 in the command field.d) Choose Enter.e) Exit the screen and select Back to return to the SAP Easy Access screen.



LESSON SUMMARYYou should now be able to: Identify the aspects of navigation within the SAP system Navigate the SAP system



Unit 2Lesson 4

Personalizing the User Interface

LESSON OVERVIEWThis lesson demonstrates the various options to set up and personalize the user interface according to your preferences.Business ExampleYou want to personalize your SAP system so that you can quickly navigate through the screens. For this reason, you require the following knowledge: How to personalize the user interface

LESSON OBJECTIVESAfter completing this lesson, you will be able to: Personalize the SAP user interface

Personalization Options of SAP GUI

Figure 49: Personalization Options

End users have several personalization options at their disposal. You can choose Extras Settings to change the appearance of the initial screen, for example, by turning off the graphics display on the right side of the screen, or by displaying technical names (transaction codes) on the SAP Easy Access screen.


Using the Customizing of local layout pushbutton in the standard toolbar gives you the following options: By using the Customizing of local layout pushbutton, you can, for example, manage the

input history by choosing Options... Local data. When the input history is active, it builds a small front-end database that contains the last

n number of entries made in input fields in transactions. You can define the value of n yourself. These entries are then provided as input help for fields that are appropriately declared.

There is a certain delay for the entries in the input history. You can minimize this delay by choosing Options... Local Data History Immediately.

The Options... also enable you to set the speed of quick info, and to display system messages in dialog boxes (Options... Messages). Various other aids and settings are available, for example, you can choose a color scheme for your GUI.

Note:Under Customizing of local layout, you can also choose New Visual Design... General to have the option of changing the font size on your SAP GUI screen. However, you will need to close the SAP Logon program, call it up and log on to the system again before your changes to the settings take effect.

You can set personal standard values by choosing System User profile Own data. You can do this on the Address, Defaults, and Parameters tab pages.

Hint:Use parameters to fill frequently used input fields with default values.The prerequisite for this is that the input field has been assigned a parameter ID assigned. To find the parameter ID, choose the input field for which you want to define a default value and choose the F1 help, followed by the Technical Information pushbutton. A dialog box displays the corresponding parameter ID under Field data (as long as a parameter ID is assigned to the field). Enter this parameter ID (XUS, for example) in the Parameters tab page in your user data, and assign a value to it (in this case, your user name). The result of this is that all fields with XUS as their parameter ID now have the value that you entered as a default.

The favorites list on the SAP Easy Access screen and the status bar display variants and provide additional personalization options.Use the information displayed in the status bar on the bottom right edge of the GUI screen. For example, use it to permanently display the transaction code of the active transaction.



Unit 2Exercise 2

Personalize the User Interface

Business ExampleYou would like to personalize your front end, that is, adapt it to your requirements.Create a variety of favorite transactions that will appear in the favorites menu on your SAP Easy Access screen and personalize your user interface.Task 1: Carry out the Personalization Option of Creating Favorites1. Create a favorite for the transaction to post an incoming payment in accounts receivable.

Use the F-28 transaction code.2. Create a favorite for the transaction to display a customer (centrally) in Sales and

Distribution. Use the XD03 transaction code.3. Create a favorite for the transaction to maintain master data in human resources. Use the

PA30 transaction code.

Task 2: Carry out the Personalization Option of Personalizing Your User Interface1. Display the system and error messages in a dialog box instead of the status bar.2. Change the display of the date and currency format.


Unit 2Solution 2

Personalize the User Interface

Business ExampleYou would like to personalize your front end, that is, adapt it to your requirements.Create a variety of favorite transactions that will appear in the favorites menu on your SAP Easy Access screen and personalize your user interface.Task 1: Carry out the Personalization Option of Creating Favorites1. Create a favorite for the transaction to post an incoming payment in accounts receivable.

Use the F-28 transaction code.a) On the SAP Easy Access screen, choose Accounting Financial

Accounting Accounts Receivable Document Entry Incoming Payments (F-28).

Caution:Do not double-click Incoming Payments. You only want to highlight the menu item, not initiate the transaction.This menu path is at the top of your window. You can also choose the Add to Favorites pushbutton.

b) Choose Favorites Add.2. Create a favorite for the transaction to display a customer (centrally) in Sales and

Distribution. Use the XD03 transaction code.a) On the SAP Easy Access screen, choose Logistics Sales and Distribution Master

Data Business Partner Customer Display Complete (XD03).

Caution:Do not double-click Complete. You only want to highlight the menu item, not initiate the transaction.

b) Choose Favorites Add.3. Create a favorite for the transaction to maintain master data in human resources. Use the

PA30 transaction code.a) On the SAP Easy Access screen, choose Human Resources Personnel

Management Administration HR Master Data Maintain (PA30).b) Choose Favorites Add.

Task 2: Carry out the Personalization Option of Personalizing Your User Interface


1. Display the system and error messages in a dialog box instead of the status bar.a) On the SAP Easy Access screen, navigate to the standard toolbar and choose

(Customize Local Layout).b) Choose Options...c) In the SAP GUI Options dialog box, choose Interaction Design Notifications.d) Select the following checkboxes under the Messages area:

Show success messages in a dialog box Show warning messages in a dialog box Show error messages in a dialog box

e) Choose the Apply pushbutton.f) Choose the OK pushbutton.

2. Change the display of the date and currency format.a) On the SAP Easy Access screen, navigate to the main menu bar and choose

System User Profile Own Data.b) On the Maintain User Profile screen, choose the Defaults tab page.c) Change the values in the Decimal Notation and Date Format fields as per your choice.d) Save your entries.

Lesson: Personalizing the User Interface


LESSON SUMMARYYou should now be able to: Personalize the SAP user interface



Unit 2

Learning Assessment

1. Client, plant, and ___________ are examples of organizational levels that play a role in the maintenance of material master records.Choose the correct answer.

X A Transaction

X B Master data

X C Storage location

2. Which of the following are the examples of master data? Choose the correct answers.

X A Customer

X B Vendor

X C Material

X D Plant

X E Division

3. __________ are application programs that execute business processes in the SAP ERP system.Choose the correct answer.

X A Master data

X B Organizational units

X C Reports

X D Transactions


4. Which of the following are features of Business Explorer?Choose the correct answers.

X A Provides users with extensive analysis options

X B Provides an updated view of the dataset

X C Allows a wide spectrum of users to access application in SAP NetWeaver Business Warehouse (SAP NetWeaver BW)

X D Requests the data from the InfoObject

5. Which of the following personalization options are available in the SAP GUI?Choose the correct answers.

X A You can change the font size (within limits) in the SAP GUI.

X B You can display system messages in a dialog box.

X C You can change the size of input fields.

X D You can prevent the display of pictures in the SAP GUI.

X E You can display a photo of your choice on the SAP Easy Access screen.

X F You can use a personal input history on your front end.

Unit 2: Learning Assessment


Unit 2

Learning Assessment - Answers

1. Client, plant, and ___________ are examples of organizational levels that play a role in the maintenance of material master records.Choose the correct answer.

X A Transaction

X B Master data

X C Storage location

2. Which of the following are the examples of master data? Choose the correct answers.

X A Customer

X B Vendor

X C Material

X D Plant

X E Division

3. __________ are application programs that execute business processes in the SAP ERP system.Choose the correct answer.

X A Master data

X B Organizational units

X C Reports

X D Transactions


4. Which of the following are features of Business Explorer?Choose the correct answers.

X A Provides users with extensive analysis options

X B Provides an updated view of the dataset

X C Allows a wide spectrum of users to access application in SAP NetWeaver Business Warehouse (SAP NetWeaver BW)

X D Requests the data from the InfoObject

5. Which of the following personalization options are available in the SAP GUI?Choose the correct answers.

X A You can change the font size (within limits) in the SAP GUI.

X B You can display system messages in a dialog box.

X C You can change the size of input fields.

X D You can prevent the display of pictures in the SAP GUI.

X E You can display a photo of your choice on the SAP Easy Access screen.

X F You can use a personal input history on your front end.

Unit 2: Learning Assessment - Answers


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