SAP Introduction Training

David Herring
Miriam Hendriksen
Content
• Introduction

Upon completion of this session you should be

able to:

 Log on and off onto the SAP Portal

 Navigate around the SAP Portal
 Navigate in SAP – Access transactions and
search for data

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What is SAP?

• SAP stands for Systems, Applications, and Products in Data

Processing

• SAP is comprised of modules which perform key processes within a

business (Accounting, Manufacturing, Sales, etc.) in an integrated way.

• Not all modules of SAP must be used to in order to benefit from the
system

• AkzoNobel has selected which modules to install based on business

requirements and goals

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SAP System & Structure

Let’s take a closer look at how SAP is structured

• SAP is a modular system that links all our

business activities
• In the next few slides we are going to explain
some of the modules and how they will be used

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SAP Modules (1 of 4)
Materials Management (MM)
• MM module supports the procurement and inventory
functions, including Purchasing, Inventory management,
Invoice verification, Material valuation, Vendor
evaluation, and External services management

Sales & Distribution (SD)

• SD module is used to manage the sales and distribution
processes from order to delivery, including RFQ, Sales
orders, Pricing, Picking, Packing, Shipping and other
warehouse processes

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SAP Modules (2 of 4)
Production Planning (PP)
• PP module is used to plan and control the
manufacturing activities of the company (Bill of
materials, MRP, MPS, Process orders)

Quality Management (QM)

• QM module is used to manage the quality process
such as material inspection after production as well as
in receiving from external vendors

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SAP Modules (3 of 4)
Financial Accounting (FI)
• The FI Module manages accounting and financial
needs (Accounts Receivables, Accounts Payable, Asset
Accounting, Bank Accounting, Consolidation, General
Ledger)

Controlling (CO)
• CO module is used for internal cost/management
accounting, including Cost elements, Cost centres,
Profit centres, Internal orders, and Product costing

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SAP Modules (4 of 4)
Business intelligence (BI)
• BI is used for gathering, storing, analysing, and
providing access to data to help make better business
decisions

Transportation Management (TM)

• TM application module helps to organize the shipment
of goods, the creation of the shipment documents,
the calculation of the freight costs and accruals
generation.

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Logging on and off SAP
This section includes:

• Before Logging on
• First Log on
• SAP Easy Access Screen
• Logging off
• Tips and tricks

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Before Logging onto SAP

You will have the SAP access software loaded onto your PC via your
local IT support engineer.

You will be supplied with a username and password by e-mail or by your

line manager.

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Logging on to SAP
Start > All Programs > SAP Front End> SAP Logon

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Logging on to SAP
Before you can log on, you need
to select the correct system to
log onto.

Double click on the required

system or highlight and click
‘Log on’

The SAP Portal you will log into can be thought of as a

window into the SAP system and is used to view all
information stored in the system from various locations.
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Logging on to SAP

On the SAP log on screen, you need to enter:

 Client e.g. 100
 User ID
 Password
 Language defaults as English
Press ‘Enter’ or click on

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Logging on to SAP

At first logon, the system will ask you to change your initial password.
A pop-up screen will appear.

Enter:
 New password
 Repeat the new password
 Click ‘Green Tick’ button to confirm

A new password must be at least 8 digits and include numbers and a

capital letter. This new password will be the password used at next logon.

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Logging on to SAP
Welcome to SAP

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Logging on and off SAP – tips and tricks
The system will periodically ask to
change password. SAP will show the
same screen as the one seen at first
logon.

If, for any reason, you would like to change

your password even before the system
asks you to, you are able to call this
window during the logon procedure.

 Enter your logon details

 Click on ‘New Password’

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Logging on and off
To log off, choose menu path System > Log off

... or close all open SAP

windows by clicking in each
one of them on the little
cross in the top right corner.

Always log off when leaving your desk !

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Accessing a Transaction in SAP

This section includes:

• SAP Easy Access Screen

• How to access a transaction
• SAP Transaction codes

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Accessing a transaction – SAP Easy Access
Screen
In the SAP Easy Access Screen there are 2 types of user menus:
SAP Easy Access SAP Easy Access – User menu
Standard SAP menu tree List of all transactions you have access to

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Accessing a transaction – SAP Easy Access
Screen

Favourites:

The Favourites list is a

personal list of shortcuts
that you control.

Favourites make finding

your most commonly
used transaction simple.

Favourites will appear at

the top of the SAP Easy
Access menus.

Later in this course we will learn how to create / modify this list
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Accessing a transaction – How to
There are multiple ways to access a transaction

Select transaction from the SAP menu folder list

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 Accessing a transaction – How to

To open a folder, click (once)

on the arrow…

… or double click on the

folder.

To start a transaction, double

click on the transaction
name.

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Accessing a transaction – How to

Use the transaction code field and press the ‘green tick’

When clicking on the drop down

button, a list of 15 last used
transactions will appear

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Accessing a transaction – How to

When the command field

is not available,
click on the arrow

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Accessing a transaction – How to
When in the Menu pages, enter the transaction code directly into the
field. You can get to the Menu pages by pressing the back, cancel or exit
arrows.

If you are already in a transaction and you want to jump to another

transaction, you need to add either '/n' or '/o' to the beginning of your
transaction code.

 ‘/n’ stops the current transaction without update and calls the menu
 ‘/o’ opens a new session with your requested transaction code
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Accessing a transaction - Transaction
codes

There are two ways to identify the transaction codes:

In the menu

In the status bar

The following slides show you how to activate these functions.

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 Accessing a transaction - Transaction
codes
To display transaction codes in the SAP Easy Access screen:

Select from menu path:

Extras > Settings
to display the SAP
transaction codes

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 Accessing a transaction - Transaction
codes

To display transaction codes in the status bar (bottom right):

Click on the arrow..

… and click the list
icon and find the
Transaction code

Click on the Transaction line for the Transaction code to default in the status bar.
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Favourites
This section includes:

• Why favourites?
• Create favourites
• Delete favourites
• Manual favourites creation
• Organize your favourites

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Favourites – Why Favourites?

?
Sometimes, finding a transaction
? in the SAP menu can be

?
frustrating…

? ?
?

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Favourites – Why favourites?
Luckily SAP offers a solution for
this:

Favourites

You can put your most used

transactions in a personal
favourites list, where you can find
and manage them a lot more
easily.

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Favourites – Create favourites

To add a transaction
to your Favourites,
first select the
transaction in the
SAP menu (one click
only!) … … and then click
here.

You can also click the transaction and drag & drop it into the Favourites
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Favourites – Create favourites

The transaction is now placed in the folder "Favourites" and can

be accessed from there.
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Favourites – Create favourites

Use this icon to

rename your
favourites

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Favourites – Delete favourites

And this icon can be used to remove a selected

favourite from your favourites list.
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 Favourites – Creating a manual favourite

If you know the

transaction code, you
can immediately put it
in the Favourites folder

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Favourites – Organise your favourites

You can use folders to organise

your favourites

Use the arrow keys to change the

‘favourites’ order - or drag & drop

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Working with SAP Sessions
This section includes:

• What are sessions in SAP?

• Opening a new session
• Closing a session

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Working with SAP Sessions – What are
sessions
SAP offers the possibility of performing several activities
simultaneously.

Every activity (transaction) can be opened in a separate

session.

While you are working in one session, the activities in the

other sessions remain untouched.

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Working with SAP Sessions – Opening a new
session
To open a new session:

Click here…

…or choose menu path

System > Create session…

…or enter /o into the

transaction code field

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Working with SAP Sessions – Closing a
session

To close a session:

Choose menu path System > End session

Or click X

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Working with SAP Sessions – Closing a
session

!! Warning !!
When ending a session, you’ll be
prompted to save all data.

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Working in transactions

This section includes:

• Types of fields
• Copying data
• Standard SAP buttons
• System Messages

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Working in transactions
Types of fields (1 of 2)
There are different kinds of fields to be found within a transaction screen:

Display field (no

changes possible)

Mandatory field

Field with a list

of possible
values

Input field (White

background)
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Working in transactions
Types of fields (2 of 2)
Some fields have a “matchcode” function

This icon only appears after clicking (once) in the field.

The ”matchcode" can give you a list with values.
It can also be used as a search function to find relevant
values

Match code button

for selecting data

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Working in transactions
Copying data (1 of 4)
As SAP is a program running under Windows, it is
possible to use Windows ‘copy’ and ‘paste’ functions
to enter data in fields.

1. Select the text you want to

copy
2. Press CTRL + C
3. Put the cursor on the location
where the text should be
copied to and press CTRL + V

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Working in transactions
Copying data (2 of 4)
Use this method to copy multiple line data from one
screen to another:

1. In SAP, press CTRL+Y

2. Select the data area you want to copy
3. Press CTRL+C to copy the selected area
4. Select your destination screen
5. In the destination screen , press CTRL+V to paste the
copied data

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Working in transactions
Copying data (3 of 4)
The ‘Quick Cut and Paste’ selection from the system set up
means when you select a field it is automatically copied enabling
to paste using CTRL + V

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Working in transactions
Copying data (4 of 4)
If you want to print a screen
shot to your local printer, press
this button…

…and choose ‘Hard copy’

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Working in transactions - Standard SAP
Buttons (Functions) 1 of 3

Enter Execute Back

Save data End transaction Cancel

When leaving a transaction, you’ll be prompted to save the

data.

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Working in transactions - Standard SAP
Buttons (Functions) 2 of 3

Moving around in a list in SAP

Next page
First page

Previous page Last page

More standard SAP icons are provided in the Appendix.

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Working in transactions - Standard SAP
Buttons (Functions) 3 of 3

Every transaction has its own specific toolbar.

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Working in transactions - System
messages (1 of 4)

To communicate with the system click on the standard icons

and the activity specific icons

The system will communicate by sending

System Messages.

It is important to read these messages and respond

carefully

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Working in transactions - System
messages (2 of 4)

Invalid entry made or no entry made

ERROR in a mandatory field. Cannot continue
until corrected.

WARNING Possible error. Check entry before

proceeding. Press ENTER to proceed.

VALIDATION Correct

INFORMATION Displayed to assist or to inform the

user.
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Working in transactions - System
messages (3 of 4)
System messages can appear as:

Pop up boxes OR Text in the bottom

left of the screen.

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 Working in transactions - System
messages (4 of 4)
As a preference SAP can provide a pop up window for system messages:

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Appendix
Appendix - Standard Tool Buttons

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Appendix – Application Toolbar, Screen
& Matchcode Buttons

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Appendix – Navigation Buttons

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Appendix – Working with Data

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