1

Navigation

Contents:
 Basic features
 User-specific settings

 SAP AG 1999

© SAP AG LO020 2-1

1.2
Navigation: Unit Objectives

At the conclusion of this unit you will be able to:

 Identify the elements of a typical window

 Navigate in the system
 Make personal system settings

 SAP AG 1999

© SAP AG LO020 2-2

1.3
Navigation: Business Scenario

 New users need to familiarize themselves with the

screens in the R/3 System and define their
personal default settings

 SAP AG 1999

© SAP AG LO020 2-3

1.4
Logging on to the R/3 System

User System Help

SAP R/3
Log off New password

Client

User
Password

Language

iwdf4042 OVR

 SAP AG 1999

 The R/3 System is a client system. The client concept enables the joint operation, in one system, of
several enterprises that are independent of each other in business terms. During each user session
you can only access the data of the client selected during the logon.
 A client is, in organizational terms, an independent unit in the R/3 System. Each client has its own
data environment and therefore its own master data and transaction data, assigned user master
records and charts of accounts, and specific customizing parameters.
 A user master record linked to the relevant client must be created for users to be able to log on to the
system.
 To protect access, a password is required for logon.
The password is hidden as you type (you only see asterisks).
 SAP systems are available in several languages. Use the Language input field to select the logon
language for each session.
 Multiple logons are always logged in the system beginning with Release 4.6. This is for security as
well as licensing reasons. A warning message appears if the same user attempts to log on twice or
more. This message offers three options:
 Continue with current logon and end any other logons in the system
 Continue with current logon without ending any other logons in the system (logged in system)
 Terminate current logon

© SAP AG LO020 2-4

1.5
Screen Elements

Command field Menu bar Standard toolbar

Menu Edit Favorites Extras System Help

Options
System function name : Activity Title bar
Status setzen

Application toolbar
Input field Input field
Tab
Overview

1st selection
2nd selection
3rd selection
4th selection
Radio button Green light; positive

Yellow light; neutral

5th selection

Display Change
This screen is made
up of various screen
elements. It does not
exist in the system.
1st selection 2nd selection 3rd selection
Checkboxes

Execute Pushbutton

Message I42 (1) (400) iwdf4042 INS Status bar

 SAP AG 1999

 Command field: You can use the command field to go to applications directly by entering the
transaction code. You can find the transaction code either in the SAP Easy Access menu tree (see
next slide) or in the relevant application under SystemStatus.
 Menu bar: The menus shown here depend on which application you are working in. These menus
contain cascading menu options.
 Standard toolbar: The icons in the system function bar are available on all R/3 screens. Any icons
that you cannot use on a particular screen are dimmed. If you leave the cursor on an icon for a
moment, a small flag will appear with the name (or function) of that icon. You will also see the
corresponding function key. The application toolbar shows you which functions are available in the
current application.
 Title bar: The title bar displays your current position and activity in the system.
 Check boxes: Checkboxes allow you to select several options simultaneously within a group.
 Radio buttons: Radio buttons allow you to select one option only.
 Status bar: The status bar displays information on the current system status, for example, warning
and error messages.
 A tab provides a clearer overview of several information screens.
 Options: You can set your font size, list colors, and so on here.

© SAP AG LO020 2-5

1.6
SAP Easy Access - Standard

Menu Edit Favorites Extras System Help

SAP Easy Access

Other menu Create menu Assign users Documentation

Favorites
Accounts receivable
Create FD01
Change FD02
Display FD03
Inbox
Accounts payable
SAP standard menu
Office
Logistics
Accounting
Human Resources
PPMDT - Manager‘s Desktop
Personnel management
Time management
Payroll accounting
Training and events
Organizational management
Travel management
Information system
Information Systems
Tools

I42 (1) (400) iwdf4042 INS

 SAP AG 1999

 SAP Easy Access is the standard entry screen displayed after logon. Using the menu path Extras
Set start transaction you can select a transaction of your choice to be the default entry screen after
logon.
 You navigate through the system using a compact tree structure that you can adapt to your own
specific requirements. Use the menu path Extras Settings to change your view of the tree
structure. You can use this to display technical names (transaction codes).
 You can also create a Favorites list of the transactions, reports, files and Web sites you use most.
 You can add items to your favorites list using the Favorites menu option or by simply dragging &
dropping them with the mouse.

© SAP AG LO020 2-6

1.7
Selecting Functions...

Menu Edit Favorites Extras System Help

Create session

SAP Easy Access End session

User profile
Other menu Create menu Assign users Documentation
Services
Favorites Utilities
SAP standard menu List
Workflow
Links

…using Private notes

Own spool requests
Favorites or the Own jobs

tree structure Short messages

Status...
Log off

…using the menu path

/nFD03

…using the technical name

(transaction codes)
 SAP AG 1999

You can select system functions in the following ways:

 Use the mouse to choose
 Menu options
 Favorites
 Other options in the tree structure (tree control)
 Use the keyboard (ALT + the underlined letter of the relevant menu option)
 Enter a transaction code in the command field:
 A transaction code (T-Code) is assigned to each function in R/3 (not each screen).
 You can access the assigned transaction code from any screen in the R/3 System.
 You can find the transaction code for the function you are working in under the Status option of
the System menu.
 For example, to display Accounts receivable master data, enter “/n” and the appropriate
transaction code (in this case “/nfd03”).
 Other possible entries:
“/n” ends the current transaction. “/i” ends the current session.
“/osm04” creates a new session and goes to the transaction specified (SM04).
 You can also use the keyboard to get to the command field. Use the CTRL + TAB key
combination to make the cursor move from one (input) field group to the next. Use TAB to move
between fields within a group.

© SAP AG LO020 2-7

1.8
Role-Based User Menu

Menu Edit Favorites Extras System Help

SAP Easy Access

Other menu Create menu Assign users Documentation

Favorites
User menu
Schedule Manager
Information system
Closing
Account master data
Create
Change
Display
Display changes
Block / unblock
Set deletion flag
Confirmation of change
Compare
Maintain centrally
Account balances and account items
Entry
Payment and clearing
Editing options

I42 (1) (400) iwdf4042 INS

 SAP AG 1999

 A role describes a set of logically linked transactions. These transactions represent the range of
functions users typically need at their workstations.
 Activity groups (user roles) have to be set up using the Profile Generator so that users of the SAP
System can work with user-specific or position-related menus.
The authorizations for the activities listed in the menus are also assigned to the users using activity
groups. With Release 4.6, predefined activity groups (user roles) from all application areas are
included in the standard system.
 Users who have been assigned to an activity group can choose between the user menu and the SAP
standard menu.
 The above screen shows the role-based user menu for the “Accounts Receivable Supervisor” as an
example. You can find other roles that are supplied in the standard SAP System with the
corresponding activity groups using the Other menu pushbutton in the SAP Easy Access initial
screen.

© SAP AG LO020 2-8

1.9
Field Help - F1, F4
Display Customer: Initial Screen

Display Customer: Initial Screen

Display Customer: Initial Screen

Customer 1000 Becker Berlin

F1
Company code 1000 IDES
F4
Restrict Value Range

Help - Display Customer: Initial Screen Restrictions

Customer account number Customer

A unique key is used to clearly identify the customer Company code
within the SAP system. Company name
City
Procedure Currency
When creating a customer master record, the user
either enters the account number of the customer or
Restrict number to No restriction
has the system determine the number when the
record is saved, depending on the type of number
assignment used..

Possible
Application help Technical info
entries Hit list

Message FD03 iwdf4042 INS

 SAP AG 1999

 Use F1 for help on fields, menus, functions and messages.

 F1 help also provides technical information on the relevant field. This includes, for example, the
parameter ID, which you can use to assign values to the field for your user.
 Use F4 for information on what values you can enter. You can also access F4 help for a selected
field using the button immediately to the right of that field.
 If input fields are marked with a small icon with a checkmark, then you can only continue in that
application by entering a permitted value.
 You can flag many fields in an application to make them either required entry fields or optional
entry fields. You can also hide fields using transaction or screen variants or Customizing.

© SAP AG LO020 2-9

1.10
SAP Online Help

Menu Edit Favorites Extras System Help

Application help
SAP library
Glossary
Release notes
SAPNet
Feedback
Settings...

SAP Library

SAP Library
Getting started
Release notes
Basis
Service
Cross-Application Components
Financials
Human Resources
Logistics
Copyright and Conventions

 SAP AG 1999

 The R/3 System provides comprehensive online help. You can display the help from any screen in
the system. You can always request help using the Help menu or using the relevant icon.
 The Help menu contains the following options:
 Application help: Displays comprehensive help on the current application. Selecting this menu
option in the initial screen displays help on getting started with R/3.
 SAP Library: This is where all online documentation can be found.
 Glossary: Enables you to search for definitions of terms.
 Release notes: Displays notes which describe functional changes that occur between R/3 releases.
 SAPNet: Enables you to log on to SAPNet.
 Feedback: Enables you to send a message to the SAPNet R/3 Frontend, SAP’s service system.
 Settings: Enables you to select settings for help.

© SAP AG LO020 2-10

1.11
System Functions - Services

Menu Edit Favorites Extras System Help

Create session
End session
SAP Easy Access
User profile
Other menu Reporting Documentation
Services
Utilities Quick Viewer
Favorites
SAP standard menu List Output controller
Workflow Table maintenance
Links Batch input
Private notes Fast entry
Own spool requests Direct input
Own jobs CATT
Short messages Jobs
Status... Queue
Log off SAP Service
Appointment calendar
Business Workplace

 SAP AG 1999

 The System menu contains, among others, the following options:

 Create/end session: Enables you to create and end sessions. You can work with up to 6 sessions at
a time.
 User profile: This is where you can enter user-specific settings.
 Services: Takes you to important service functions (see below).
 List: Contains important list functions, such as searching for character strings, saving in PC files,
printing, and so on.
 Status: Enables you to display important user and system data.
 Log off: Ends the SAP R/3 session with a confirmation prompt.
 The System  Services menu contains, among others, the following options:
 Reporting: Starts reports (ABAP programs).
 Output controller: This is where you manage user-specific print requests.
 Table maintenance: This is where you process tables and views.
 Batch input: Administers batch input sessions and data transfer.
 Jobs: This is where you can administer jobs that are processed in the background.
 SAP Service: Enables you to log on to SAP’s SAPNet R/3 Frontend.

© SAP AG LO020 2-11

1.12
System Functions - User Profile

User Edit Goto System Help

Maintaining your user profile

User MUSTER
Last changed by ADMIN 01.01.2000 12:00:00 Status Saved

Address Defaults Parameters

Start menu

Logon language

Output controller Decimal notation

1.234.567,89
1,234,567.89
1 234 567,89
Output immediately
Delete after output Date format
DD.MM.YYYY
Personal timezone MM/DD/YYYY
MM-DD-YYYY
YYYY.MM.DD
CATT YYYY/MM/DD

I42 (1) (400) iwdf4042 INS

 SAP AG 1999

 Use the menu option System User profile Own data to set your own personal profile. You can
choose between the Address, Defaults and Parameters tabs.
 Address: You can create and maintain personal data here, for example, name,function, room
number, telephone number, e-mail addresses and so on.
 Defaults: Defaults include the date display format, the decimal notation format, the default
printer, the logon language, and so on.
 Parameters: Use this to assign entries to commonly-used fields. This is only available for
input fields that have been allocated a parameter ID.
Procedure for finding out a field’s Parameter ID: Go to the input field to which
you want to assign a value. Choose F1, then the “Technical info” pushbutton. This
opens a window that displays the corresponding parameter ID (if one has been
allocated to the field) in the “Field data” section.
 The User profile menu also contains, among others, the following options:
 Hold data, Set data, Delete data. Use Hold data to keep data values that you have entered in fields
in an application for the duration of a user session. When you call up the application again, you
can overwrite these values. Once you have Set data, you can no longer overwrite these values and
have to use Delete data if you want to enter different values.

© SAP AG LO020 2-12

1.13
Table Settings - Example

Parameters Value Text

Sales order type
Company code
Processing group
Bank key

Table Settings

Choose Variants
Current setting My variant
Standard setting Basic setting

Maintain Variants

Variant
Use as standard setting
Create

Delete

Save Administrator

 SAP AG 1999

 Use the Table Settings function to change, in the table control, the individual basic table settings that
are supplied with the system. This is particularly useful for tables where you do not need all the
columns. You can use the mouse to drag & drop column positions and widths, or even make the
column disappear.
 Save the changed table settings as a variant. The number of different variants you can create per
table is not restricted.
 The first variant is called the basic setting; the SAP System defines this setting. You cannot delete
the basic setting (you can delete the variants you define yourself).
 The table settings are stored with your user name. The system uses the variant currently valid until
you exit the relevant application. If you then select the application again, the system will use the
standard settings valid for this table.
 Note: you can change table settings wherever you see the table control icon in the top right-hand
corner of a table.

© SAP AG LO020 2-13

1.14
Personalizing the Frontend

Sales document Edit Goto Environment System Help

Create Sales Order: Initial Screen

Sales document Edit Goto Environment System Help
Create with reference Sales Item overview Besteller

Create Sales Order: Initial Screen

Order type Create with reference Sales Item overview Ordering party

Organizational data
Sales organization Frankfurt sales organization ...
... and
and with
with GuiXT
GuiXT
Distribution channel Distribution channel
Division Final customer sales
Sales office Sold for resale
Sales group

Order type

Standard order
Rush order
Returns
R/3
R/3 Standard
Standard ...
... Free of charge

Remember ...
Advertising articles 471199 and 471299 (valid until end of May)
Product 34611 must be replaced by product 34611_S!!!

 SAP AG 1999

 The R/3 System provides numerous options for settings and adjustments:
 Define default values for input fields
 Hide screen elements
 Deactivate screen elements (shaded out).
You can do this by, for example, defining transaction variants.
If you preallocate all necessary parameters for parameter transactions, you do not need to go
through the initial screen.
These functions have been available in R/3 for several releases.
 SAP now also includes the GuiXT. In addition to all the above functions, you can now:
 Include graphics
 Convert fields and add pushbuttons and text
 Change input fields (or their F4 help results) into radio buttons
 The GuiXT scripts are stored on the frontend. In accordance with local scripts, the GuiXT scripts
determine how data sent from the application server is displayed. These scripts can be standard
throughout a company, or they can be different for each frontend.
 As of Release 4.6, GuiXT is part of the SAP standard system.

© SAP AG LO020 2-14

1.15
Navigation: Unit Summary

You are now able to:

 Identify the elements of a typical window

 Navigate in the system
 Make personal system settings

 SAP AG 1999

© SAP AG LO020 2-15

 1.16Exercises

Unit: Navigation
Topic: Basic features

At the conclusion of this exercise, you will be able to:

 Log on to a given R/3 System
 Find transaction codes
 Access the SAP Library
 Use F1 help to find field information
 Use F4 help to search for possible field entries

As a new user of the R/3 System, you begin to navigate the system using
the menu paths and transaction codes. You also begin to access various
online help and discover the kinds of information each provides.

1-1 Logging on to the R/3 System

Select the appropriate R/3 System for this course. Use the client, user name, initial
password and logon language specified by the instructor. The first time you log on,
you will get a prompt in which you must enter your new password twice. Make a
note of the following:

Client: _ _ _ User: _ _ _ _ _ _ _ _ Password: ____________ Language: _ _

1-2 What is the maximum number of sessions you can have open simultaneously? __

1-3 Identify the screen names and find the transaction codes that correspond to the
following menu paths?

1-3-1 Tools  Administration  Monitor  System Monitoring  User

Overview

Name of screen: ________________________________________

Transaction: ___________

© SAP AG LO020 2-16

1.16.2
1-3-2 Accounting  Financial Accounting  Accounts receivable  Master
records  Display

Enter Customer 1000 and Company code 1000 to get to the next
screen.

Name of screen: _______________________________________

Transaction: __________

1-4 Help

1-4-1 If you choose Application help in the SAP Easy Access screen, which area
of the SAP Library does it take you to ?
_________________________________________________________

To answer the questions below, you will need to go to the Display

Customer: Initial Screen

1-4-2 Use F4 help on the Customer field to find the customer number for
Becker ##.
Note: ## corresponds to your assigned group number.
_________________________________________________________

1-4-3 Use F1 help on the Customer field. What is the use of this field? Please
write a brief summary of the business-related information.
_________________________________________________________

1-4-4 Use F1 help on the Company code field. If you choose the Application help
button from the F1 help screen, which area of the SAP Library does it take
you to?
_________________________________________________________

1-4-5 Which pushbutton do you need to use on the F1 help screen to find the
parameter ID for the Company code field?
_________________________________________________________

© SAP AG LO020 2-17

 Unit: Navigation
Topic: User-specific settings

At the conclusion of this exercise, you will be able to:

 Set a user parameter for a field
 Set various user defaults such as language, date format, and decimal
notation
 Create folders and add transactions to your Favorites
 Select a start transaction of your choice as the default displayed after
logging on (optional)

You begin to set various user-specific settings to personalize the system

to your liking.

Exercises marked * are optional.

2-1 Setting user parameters.

2-1-1 Assign a parameter value for the Company code field to your user profile.
Note: The instructor will tell you what parameter value to enter.
Parameter ID: ___ ___ ___
Parameter value: ___ ___ ___ ___

2-2 Setting user defaults.

2-2-1 In your user profile, set your logon language to the value used for the
course.
2-2-2 In your user profile, select the decimal notation and date format that you
desire.

2-3 Defining favorites of your choice.

2-3-1 Insert at least one new folder under the Favorites folder.
2-3-2 Add any two of your “favorite” transactions to the corresponding folder(s).
2-3-3 Add the Internet address “http://www.sap.com” under the text “SAP
Homepage”.
2-3-4 Add the Internet address for the online evaluation (the instructor will tell
you the URL) under the text “Online Evaluation”.

© SAP AG LO020 2-18

 *2-4 Setting a start transaction.
2-4-1 Enter a transaction of your choice as the initial transaction. You will then
need to log off and on again for the change to take effect.

Note: If desired, you can change the initial transaction back to the system default (SAP
Easy Access).

© SAP AG LO020 2-19

 1.17Solutions

Unit: Navigation
Topic: Basic features

1-1 Log on to the system specified by the instructor and change your initial password.

1-2 You can open and close sessions using System  Create session (or using the
appropriate icon) and System  End session.
The maximum number of sessions you can have open simultaneously is 6.

1-3 To find the transaction code, select System  Status. These screen names and
transaction codes correspond to the menu paths:
1-3-1 Transaction: SM04 for Screen Name: User list
1-3-2 Transaction: FD03 for Screen Name: Display Customer: General data

1-4 Help
1-4-1 The entire SAP Library is available including Getting Started.
Help  Application help
1-4-2 T-CO05A## (## corresponds to your assigned group number)
When you select F4 in the Customer field, the Restrict Value Range window
appears. You can explore the various tabs to see the different search criteria
available. Find a tab that includes the Name field and enter the following:

Field Name Values

Name Becker ##
Select the Continue Enter pushbutton. A window now appears listing the
customer account numbers that match your search criteria. Select the line
that corresponds to Becker ##, then select the Copy Enter pushbutton. This
automatically copies the customer account number into the Customer field.
1-4-3 Suggestion: The customer is a unique key (account number) used to clearly
identify the customer within the system.
1-4-4 FI – Accounts Receivable and Accounts Payable
1-4-5 Use the Technical Info pushbutton to find the Parameter Id: BUK.

© SAP AG LO020 2-20

 Unit: Navigation
Topic: User-specific settings

2-1 Setting user parameters.

2-1-1 To assign a parameter value to a field you will need the parameter ID of the
field. First you need to select a transaction that contains this field. For
example, Company code can be found in transaction FD03. Next, place the
cursor on that field (just click on it with the mouse). Accessing:
F1  Technical Info  Parameter ID
gives you the required information. For the Company code field, the
parameter ID is BUK.
Finally, you enter the parameter ID and desired value in your user profile:
System  User profile  Own data
On the Parameter tab you enter the parameter ID and value that you want to
be entered into the field. Save your entries.

2-2 Setting user defaults.

2-2-1 To set the logon language, go to your user profile:
System  User profile  Own data
On the Defaults tab, enter the language of your choice in the Logon
language field.
2-2-2 To set the decimal notation and date format, remain on the Defaults tab in
your user profile. Select the indicator adjacent to the notation and format
you desire. Save your selections.

2-3 Defining favorites of your choice.

2-3-1 Favorites  Insert folder
Type any name for the folder then select Enter. You can add as many
folders as you desire. Once created, folders can be dragged and dropped to
position them where you want.
2-3-2 To create favorites, select specific applications (transactions) that you need
as favorites for your daily work from the menu tree of the SAP standard
menu. Add them to your Favorites list by selecting them and choosing
Favorites  Add from the menu bar. Alternatively, use the mouse to drag &
drop favorites to a folder. You can also use the menu path Favorites 
Insert transaction to add using a transaction code.. Finally, you can move
existing favorites to different folders later using Favorites  Move or using
drag & drop.

© SAP AG LO020 2-21

 2-3-3 Create Internet addresses using Favorites  Add Web address or file.
When you select SAP Homepage from your favorites, an Internet browser
will open and you will be connected to SAP’s homepage.
2-3-4 Favorites  Add Web address or file
You will use this link at the end of the course to fill out the course
evaluation.

2-4 Setting a start transaction.

2-4-1 Extras  Set start transaction
Enter a transaction of your choice then select the Enter pushbutton. Notice
the system message on the status bar indicates that your selected transaction
has been set as the start transaction. The next time you log on, the system
will go directly to your start transaction.
Note: To change back to SAP Easy Access as the initial screen, follow the
menu path again, delete the transaction code and select Enter. The
next time you log on, SAP Easy Access will be the initial screen.

© SAP AG LO020 2-22