USERS GUIDE

INTRODUCTION TO SAP V4.6B

SAP VERSION 4.6B

NOVEMBER 2004

DOCUMENT VERSION 1.0

 TABLE OF CONTENTS

1 Introduction.............................................................................3
2 SAP SYSTEMS RELEVANT FOR PAKISTAN....................................4
2.1 SAP R/3 FUNCTIONS................................................................4
2.2 SAP BW (BUSINESS WAREHOUSE) FUNCTIONS........................4
3 SAP TOOL BAR “ICONS”............................................................5
4 HINTS FOR USING THE SAP MENU...............................................6
4.1 MENU TREES – SAP STANDARD MENU VERSUS USER MENU....6
4.2 TRANSACTION CODES..............................................................7
4.2.1 DISPLAYING T RANSACTION CODES....................................................7
4.2.2 USING THE COMMAND LINE AND T RANSACTION CODES TO EXECUTE
T RANSACTIONS...........................................................................................8
4.3 MAINTAINING USER FAVOURITES...............................................9
5 ACCOUNTING-RELATED SUPPORT FUNCTIONS............................14
5.1 REPORTING LINE LAYOUTS.....................................................14
5.1.1 DOCUMENT/LINE LAYOUT DISPLAYS AND HOW TO CHANGE PER USER
14

5.1.1.1 Choose Another Screen Layout.................................................14

5.1.1.2 Create your own screen variant.................................................15

5.1.1.3 Save a new variant......................................................................17

5.1.2 FINANCIAL ACCOUNTING DOCUMENT ENTRY SCREEN VARIANTS (T REE-
ON/OFF FUNCTIONALITY)...........................................................................17
5.2 DEFINING FINANCIAL ACCOUNTING USER DEFAULT SETTINGS. 19
6 DOWNLOAD FUNCTIONALITY TO EXCEL......................................20

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1 INTRODUCTION
The objective of this manual is to assist users already used to the operation
of SAP to understand those changes relating to the release of SAP being
implemented. The current SAP system in Pakistan is a version 3.0 system.
The new system being implemented is version 4.6b which has enhanced
functionality, particularly relating to navigating, user menus, and tools to
assist users in viewing/extracting data.

Detailed training will be conducted to assist users in performing module-

related transactions however, the following hints generally apply to all
modules in SAP.

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2 SAP SYSTEMS RELEVANT FOR PAKISTAN.

2.1 SAP R/3 FUNCTIONS

Three different SAP boxes exist to support Pakistan’s SAP operations. The
three systems support:

 Development – SAP system where all new functions are firstly

developed

 Quality Assurance – SAP system where all new functions are fully
tested prior to using this functionality in production

 Production – SAP system where all actual transactions are to take

place.

Each of the above “boxes” has a name, and a client in which SAP operates:

Function SAP Box Client IP Address System

Number
Development CSD 528 10.50.3.60 00
Quality Assurance CSQ 728 10.50.3.154 01
Production CSP 528 10.50.3.63 00

Users should restrict their activities to box CSP client 528, unless testing new
transactions that are not to update Production information.

3 SAP TOOL BAR “ICONS”

Just as Windows uses a menu bar with icons to support functions such as
Save, Open, Cut, Paste etc., icons also exist in SAP to support moving
around SAP. A list of the most common icons, together with a brief description
is as follows (note that this list is not complete - many more icons exist,
however this list includes the major icons used):

- Enter – selecting this option is the same as hitting the keypad option
”Enter”.

- Return to the previous screen

- Exit – return to main menu option

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 - Cancel – exit without saving

- Save – save this document/variant etc.

- Print.

- Execute. Whenever you see this, will not work. You need to hit
the Execute key to run a transaction.

or - Copy

- Delete

- Delete this line. Only works if you firstly select the lines you wish to
delete.

- Display. Usually, you must firstly place your cursor on the line you
wish to view more information for.

- Expand data. Allows you to display summarised data to a lower level.

- Summarise data. Allows you to summarise detailed data.

- Header. Represents header data in accounting and other

transactions.

- Overview.

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4 HINTS FOR USING THE SAP MENU
4.1 MENU TREES – SAP STANDARD MENU VERSUS USER MENU

When you first log in, you could either initially enter at the standard SAP
menu below:

Alternatively, you could enter at a user-specific menu that has been created
by SAP according to the transactions your security profile allows you access
to (and therefore will change per user):

You may choose to use either menu however, should you wish to switch
between these alternate menus, please use these icons found at the top left-
hand side of the screen:

- represents your user-specific menu designed based on your security

options

- represents the icon to switch to the standard SAP menu.

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4.2 TRANSACTION CODES

4.2.1 DISPLAYING T RANSACTION CODES

It is possible to display both the name of the transaction to be run within the
menu, and the transaction code.

Default settings will only show the transaction name in the menu as follows:

To show both transaction name and code, goto the top menu bar (across the
top of the screen):

Extras – Settings.

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Select “Show technical name” and hit .

The menu will now show both transaction name and transaction code:

These transaction codes can be used as normal from the “command” line (at
the top left-hand side of the screen).

4.2.2 USING THE COMMAND LINE AND T RANSACTION CODES TO EXECUTE

T RANSACTIONS.

As per previous releases, once a transaction code is known, it is possible to

use the command line to enter in a transaction code directly (rather than
using the menu system).

Note that a number of new transaction codes have been created with the
prefix of /BAY4/xxxx…. . These transaction codes will only work if you
precede the transaction code with /n or /o eg. type in /n/BAY4/xxxx .

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4.3 MAINTAINING USER FAVOURITES

As previously stated, when you first enter into SAP, providing you are in the
standard SAP menu, this menu will be preceeded with a “Favourites” menu.

The Favourites menu is a mechanism for you to attach those transactions

frequently used, for which you do not wish to constantly use the menu system
to access.

Under the Favourites folder, it is possible to:

1. directly assign transactions and/or
2. create sub-folders against which you can then attach transactions

To add a new sub-folder or transaction to the Favourites option, place your

cursor on the “Favorites” box and right-click your mouse button to display the
following options:

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Assuming option “Insert Folder” was chosen, the following screen will appear:

Rename this folder as required and hit . The new folder will now appear:

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To attach a transaction, repeat these steps:
1. place your cursor on the folder against which you wish to assign
transactions
2. right-mouse click and choose option “insert transaction”.

Enter in the transaction code and hit . The transaction will now be assigned
to this folder.

Alternatively, you can go to the relevant section in the SAP standard menu,
place your cursor on the required transaction, and then drag (using left
mouse button) this transaction up to your favourites.

Eg. goto menu option for transaction FB50.

Place cursor on this transaction.
Now drag this up to the folder called “Test for Training”.

The transaction will now appear under the appropriate Favourites folder.

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To delete any item, place your cursor on the item, right-mouse click and
choose option “delete Favourites”

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To change the title of a transaction, choose option “Change Favourites”.

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5 REPORTING-RELATED SUPPORT FUNCTIONS
5.1 REPORTING LINE LAYOUTS

5.1.1 DOCUMENT/LINE LAYOUT DISPLAYS AND HOW TO CHANGE PER USER

In many transactions it is possible to display the layout of the screen you are
viewing. The following uses Accounting display transactions as an illustration,
however, this functionality also exists when running reports in other modules.

Whenever you see the following icons, the screen display can be changed:

- Choose screen variant (details fields to be used)

- Allows you to create your own variant

- Allows you to save the variant you have created.

5.1.1.1 Choose Another Screen Layout.

When you display any financial accounting document or account line item
display, the screen will appear something like this:

To change the columns detailing the journal you are viewing, you can either
select from existing layouts or create one yourself.

To change the display to another, existing layout, select .

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A list of standard variants will now be displayed. To choose one, place your
cursor on the variant and hit .

5.1.1.2 Create your own screen variant.

Should you wish to create your own screen variant, select button .

A list of all available fields that could possibly appear show on the right-hand-
side of the screen. The left-hand-side of the screen shows fields currently
used in the current display.

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To de-select the column “text” from the current layout,

Select the item Text and then hit the button .

This will now deselect this from the list.

To add to the list, select an item on the right-hand-side of the screen and hit
button .

Please note that when you create your own variant, the maximum line width
that will display on one screen is 142 lines.

Once you are happy with the layout, select .

This variant will only exist for this transaction unless you permanently
save it.

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5.1.1.3 Save a new variant.

To save this variant, prior to exiting the transaction, select button .

Enter in a description for the variant (variant name must start with your initials
to denote that it is your variant) and “User-specific” should also be chosen.
Now enter a description representing the combination of fields displayed and
select . The variant will now be saved for future use.

6 DOWNLOAD FUNCTIONALITY TO EXCEL

It is possible in Financial Accounting (and other areas of SAP R/3) to down-
load to MS Excel.

Example 1 – SAP Query

Execute a SAP query, producing an on-line report:

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To download this type of report from SAP R/3 to MS Excel press the
spreadsheet button. You will then have a choice of the format of the download
file.

By selecting the Excel Display for example, you can view the details in an
excel spreadsheet.

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The details can then be saved to MS excel as a .xls file if required.
Example 2 – SAP Reports
Execute a SAP report for cost centre reporting:

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Press the Export report icon and select method e.g. Microsoft Excel and
file destination. Some configuration of the export to MS Excel may be
required.

The report is then available in MS Excel, and can be saved and manipulated
as required.

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