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Section 3: Navigating in SAP

SECTION 3: NAVIGATING IN SAP:

3.0 Overview

While working in SAP you will find that some screens have mandatory fields while other fields will be optional or possibly conditional meaning they are only required if another field is entered. In some fields it will be mandatory to select a predetermined choice from a drop down list while others allow for free flow text. Business Process Procedures (BPPs) have been included in sections of this manual to walk the user through a complete process (i.e.: purchase orders create). The BPP will outline the fields need to be populated and will indicate if they are required fields (R), Optional Fields (O) or Condition (C).

This section will provide the basics to navigating in SAP including the different ways to access SAP screens, the common SAP icons and how to use them, and how to create “favourites” for commonly used screens and how to open additional SAP sessions.

3.1 SAP Basic Navigation Tutorial

As a new user it is recommended that before you proceed into SAP Production Environment to work you complete the “The Basic Navigation Training” provided by your manager. This is a tutorial that walks through the basic commands in SAP. Each facility will have it saved on their local hospital network site and it will be made available to new users. If you have trouble accessing the Basic Navigation Course, please contact your Supply Chain Manager.

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3.2 Basic Navigation on SAP Screens

The following is a screen shot which highlights the basic elements of the SAP menu screen.

From the menu screen you can access different SAP transactions in one of 3 ways:

1) Using Transaction codes;

To quickly access a transaction in SAP, enter the Transaction Code directly into the command field located in the Standard Toolbar, and press the enter key. (i.e.: MM03 – Material master Display)

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2) Using the menu path (i.e.: following the path Logistics→Materials Management→Material Master→Display→MM03 Display Current will also get you to the Material Master Display screen)

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3) using “Favorites”

If you have saved a transaction code to your Favorites folder you would find it as shown below. To access the screen you would double click on the line. How to add transaction codes to your Favorites folder is also covered in this Section.

3.3 Saving your work in SAP

After data is entered on a screen, you will see either have to “save” or “execute” the transaction.

Save: which also means “post” – this triggers a transaction to be confirmed. If new information has been added or changes made to the screen then the “save” option will update the system with the newly added information.

Execute: after entering the criteria on a List Display or Querry screen, “execute” will start the SAP searches to help find information you are looking for.

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3.4 Other Common SAP Icons

Moving directly to the top of the document, moving up one page at a time in a document, moving down one page at a time, moving directly to the bottom of the document (reports).

In purchasing documents, such as purchase order & purchase requisitions you will see the following icons:

Display / Change – toggle to switch from display to change mode

Other document – to go to another purchasing document and leave the one you are currently in.

Delete – used to “delete” a line item off an outline agreement (contract), purchase order or purchase requisition. Ie: item is discontinued by the vendor and must be removed from the contract permenantly.

Block – used to “block” a line item an outline agreement (contract), purchase order or purchase requisition but not meant to permenantly remove it off the purchasing document. Ie: the Vendor has not confirmed pricing so the item can be blocked so that it does not get received before the purchasing document is amended with the correct pricing.

Unblock/Undelete – will remove the deletion indicator or the block on the line item. Ie: if an item was deleted in error and needs to be re-instated or if the pricing is confirmed by a vendor then the blocked line can be unblocked using this icon.

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3.5 Creating, Organizing and Deleting SAP ‘Favorites’

You will find in SAP that there are a few screens that you use regularly.

These screens can be added to FAVORITES so you do not have to go through a lengthy process to get to the screens needed to perform your regular transactions.

There following outlines how to add Transactions to your favorite’s folder, how to add additional folders to organize your transactions and how to delete favorites:

1) Add Favourites – There are 2 ways to add a Transaction to your favorite’s folder:

a. When you are in the transaction:

Go to “System”>User Profile>Expand Favorites

SAP will have automatically added it to your SAP Easy Access starting screen. You will see it the next time you are at the Start menu.

b. From the SAP Easy Access Menu:

From the menu bar select Favorites and then Insert transaction from the drop down menu:

The following pop-up box will appear asking for the transaction code you wish to have added to your favorites folder.

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2) Add additional folders - in your Favorites folder to further organize your transactions.

Right click on the present “Favorites” folder and scroll down to “insert folder” You can type a name for the folder. Example “Purchasing transactions”

Now to add transactions to the folder, right click directly on the “Purchasing transactions folder”. Scroll down to “insert transaction”.

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You will get a pop up box, type the transaction code into the field and it will add that transaction to your Favorite’s folder.

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3) Delete Favorites - For any reason if you no longer need a transaction code you can right click on a transaction code and scroll down to “Delete transaction code”. It will be removed from your listing.

3.6 Displaying Transaction Codes in the SAP Easy Access Menu tree

To help you with transaction codes make sure that you have Technical names turned on. To display the transaction code in from of the transaction description, use the path EXTRAS > SETTINGS and select the checkbox for Display Technical Names.

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3.7 Moving from one transaction/screen to another

1) /n - To move to a new transaction from within another transaction, use the /n in front of the new transaction code you wish to go to in the command field and then hit enter. It will completely leave the first screen and you go to the new screen with the same number of sessions open – it does not create a new session; i.e.: in this example the user wants to go to ME21N (create purchase order) directly from the MM03 (display material) screen.

2) /o – If you are currently working in a transaction and want to keep it open and start another transaction, enter /o and the transaction code in the command field and press the enter key. SAP opens a new session and displays the initial screen for the new transaction.

3.8 Opening Multiple Sessions of SAP

You can have more than one SAP screen open at a time. This can save you time. There are 2 ways to open additional SAP screens (sessions):

1) To open another screen: System>Create Session. Or Right click on any open SAP tab and choose “Create Session”. This is also how you can close a session. Maximum number of sessions possible Six (6).

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2) Or click on the “creates new session” icon on the top menu bar .

3.9 Stop Transaction/Create Session

If you are executing a transaction such as a report that is running a long time, you can now create a new session while the transaction is running. Or, if you want the transaction to stop running altogether, you can stop the transaction.

In the upper left-hand corner of your screen, click on the icon on the menu bar at the far top left side and choose either Create session or Stop Transaction.

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session 3: navigating in sap - shared support · web viewsection 3: navigating in sap: 3.0...

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