Basic SAP Setup

Welcome to the NAU-CBA SAP tutorial.  This guide will take you through some of the basic SAP user functions including:

To access the SAP system start Citrix and logon (if you are using a computer in a CBA lab, start SAP by going to Start, Programs, SAP Front End, SAPLogon).  You will see a folder labeled SAP.  Open the SAP folder and double click on SAPlogon.  After a few moments, you should see a logon screen similar to the one below.  The server names in the description column in the list you see will be different than those below.

Your first task will be to add the server for this class.

Click on the New button on the right side of the SAP Logon box.  You should now see the New Entry box shown below.

Fill in the New Entry box exactly as shown below.

Click the OK button after you have finished entering the information.  You should now see the SAP server listed in the SAP Logon box.

Double click on the SAP server you just created.  You will be taken to the SAP Welcome screen below.

Enter the client number for your class (401), and your username. Enter the letters INIT as your password. Click the green check mark near the upper left of the screen. You will be prompted to enter and confirm a new password of your choosing. Please make sure you remember your password. When the copyright screen appears, click the green checkmark. You should now be at the SAP Easy Access start screen shown below (your actual menu may look slightly different).

Clicking on the small text page provides even greater detail:

It is usually a good idea to have session information displayed whenever more than one session is in use, this will help you remember which session is being used to input data, and which is being used to reference other system areas.

There are many other buttons located in different SAP areas, far too many to list. Sometimes the design of a button will make sense, other times a button may be a complete mystery. To access information about almost any button in the system, hold your mouse pointer over the button without clicking, and the button’s name will be displayed.

For the most part, the action of navigating the SAP system is an easy point and click procedure. However, one must keep in mind that SAP is very large, and it is not difficult to get lost. To make it easier to see where you are at, SAP uses what is referred to as a drilldown navigation method. If you turn your attention to the SAP Easy Access screen, you will see a navigation pane on the left side of the screen.

Each time you see a small triangle facing to the right next to a title, the menu is telling you there is more to see under that title. Click on the triangle next to Logistics. All the sub-titles under Logistics are now displayed.

Continue drilling down through the menu as shown below.

At this point you should notice a menu selection which has a small white box next to it instead of a triangle. This is an application at the end of that particular drilldown route. The applications are what you will actually be using to complete your work in SAP. Now double click on Material. The initial screen for the material analysis report application will be displayed.

Click the green back button to return to the SAP Easy Access screen.

From now on in any instructions, drilldown navigation will be given in a line structure. For example, the navigation path we just followed to get to the material report screen would look like this:

From the SAP Easy Access menu: Logistics –> Logistics Controlling –> Logistics Information System –> Standard Analysis –> Sales and Distribution –> Material

As you probably noticed in the previous section, navigating through the SAP system is easy to understand, but can be quite time consuming. One way to get to an application you know you will be using often is to add it to your favorites list.

If you are not already there, return to the SAP easy access screen. Right click on Favorites, and select insert folder from the pop-up menu. You should see the new folder naming screen at this point.

Replace “New Folder” with “Reporting”, and click the green checkmark (enter). You should now see your Reporting folder listed under your favorites. If you make a mistake, or if you wish to remove a favorite from your list, right click on the new folder, and select delete favorite from the menu.

Now let’s place an application in your Reporting folder. Follow the navigation to the material analysis report:

From the SAP Easy Access menu: Logistics –> Logistics Controlling –> Logistics Information System –> Standard Analysis –> Sales and Distribution –> Material

Click and hold on the Material application title, and drag the icon up to your Reporting folder and release. Click on the triangle next to your Reporting folder, and you should see the Material application. Now double click on the Material application in your Reporting Folder. You should be taken directly to the initial material report screen. This allows you to bypass all the hassle of drilldown navigation whenever you want to look at a material analysis report in the future. Return to the SAP Easy Access menu using the green back button.

Now let’s change the name of your material report to something more meaningful than “Material”. Right click on the “Material” application title inside your favorites folder, and select Change Favorite. Change the name from “Material” to “Material Analysis Report”, and click the enter button. Now you can tell what the application actually does with one quick look.

You can use the same methods to create favorites for any application you find yourself using often. Just remember to group the applications into folders for easy navigation, and keep in mind that too many favorites could mean increased navigation time.

Although a well designed favorites list can save navigation time, the fastest way to navigate to a specific application is by using transaction codes. At the top of the SAP Easy Access screen, you will see a small white text box.

Transaction codes can be entered into this box to call a specific application. Every application has its own transaction code. To navigate directly to the material analysis report screen from the previous example, enter MCTC (capitals are not necessary in SAP, the system will convert lowercase letters on its own) into the transaction code box and click the enter button. You should be taken directly to the material analysis report screen. Although it might be too much trouble to try and memorize many different transaction codes, SAP keeps track of the ones you have used. Return to the SAP Easy Access screen using the green back button. Now click on the small dropdown icon inside the transaction code text box. You should see the transaction code you just entered for the material analysis report screen. Click on the transaction code in the dropdown to enter it in the transaction text box and click enter. Now that’s fast!

If you wish, you can display all the transaction codes as part of the SAP navigation drilldown. From the SAP Easy Access screen, click on Extras and select settings. In the settings menu, click the box next to Display technical names, and click enter. You will be retuned to the SAP Easy Access screen. Expand your Report folder, and you will see the transaction code MCTC next to your Material Analysis Report application. The transaction codes will now be displayed for every application available through the SAP Easy Access menu.

Even though you will now have access to all transaction codes, this does not always mean you can jump from one application to another. The entry box will only accept transaction codes available for applications originating from the screen in which you currently occupy. For instance, all initial application screens are available from the SAP Easy Access screen. However, if you are currently located inside an application, you would only be able to use the transaction code box to navigate within that particular application. This is a bit confusing for users not well versed in file system structures. The important thing to remember is to be at the SAP Easy Access screen if you wish to navigate to the initial screen of an application.