SAP Basic. Participant Workbook

Transcription

1 SAP Basic Participant Workbook March 2012

2 Screen shots reprinted by permission from SAP AG. RMIT University does not offer any warranties or representations on the information provided in this workbook. While every precaution has been taken in the creation of this workbook, neither the publisher nor the author shall have any liability to any person or organization in relation to any loss or damage alleged to be caused by the instructions in this workbook.

3 SAP Basic Table of contents Introduction...1 Outcomes...1 Section 1: Introduction to SAP...5 Demonstration: Introduction to SAP... 6 Walkthrough: Logon to SAP... 7 Section 2: Navigating in SAP...11 Part A: The SAP Easy Access screen...12 Demonstration: The SAP Easy Access screen Part B: Navigate using SAP Menus...14 Walkthrough: Use SAP Menus Walkthrough: Display transaction codes Part C: Navigate using SAP transaction codes...16 Walkthrough: Use SAP transaction codes Walkthrough: Locate transaction codes Walkthrough: Use Transaction Code History to navigate Walkthrough: Move between transactions Activity 1: Move between transactions Part D: Favorites...21 Walkthrough: Create favorites Walkthrough: Rename and reorder favorites Walkthrough: Create favorites folder Walkthrough: Delete favorites Part E: Create multiple SAP sessions...23 Walkthrough: Create multiple SAP sessions Walkthrough: Close sessions Activity 2: Navigate in SAP Section 3: Data Fields...27 Demonstration: Introduction to fields Walkthrough: Search for data Activity 3: Search for data Section 4: Introduction to Reports...35 Part A: Report overview...36 Finance concepts Part B: Report options...37 Walkthrough: Advanced selection criteria Walkthrough: Report variants Activity 4: Report options Part C: Navigate reports...44 Walkthrough: Generate a report Walkthrough: Expand/ collapse reports Walkthrough: Display/ hide navigation panel Walkthrough: Drill down reports Activity 5: Report activity Section 5: SAP Options...51 Part A: System messages...52 Demonstration: Types of system messages Walkthrough: Customise message display Copyright RMIT University 15 February 2012 i

4 SAP Basic Part B: Customise user defaults...54 Demonstration: Save a default printer Part C: Printing...56 Demonstration: Print from SAP Demonstration: Check the status of a print request Section 6: Help...61 Part A: Introduction to SupportPoint...62 Walkthrough: Login to SupportPoint Demonstration: Navigate SupportPoint Part B: Use SupportPoint as a resource...64 Walkthrough: Use SupportPoint to create SAP favorites Walkthrough: Search for help in SupportPoint Part C: Use SupportPoint context sensitive help...66 Walkthrough: Use SupportPoint context sensitive help Part D: Install SupportPoint...66 Demonstration: Install SupportPoint Activity 6: Use SupportPoint to get help for SAP Case study Summary...69 Appendices...71 Glossary...71 RMIT Finance terminology...72 Toolbar icons...75 Shortcut keys...77 Transaction codes...78 Import multiple report selections from an Excel spreadsheet...79 Quick reference guide...80 SupportPoint Viewer quick reference guide...83 ii Copyright RMIT University 15 February 2012

5 SAP Basic About this workbook This workbook has been designed using adult learning concepts to support a variety of learning styles. It contains: Demonstrations Walkthroughs Activities Case study Assessment Assessment includes one case study. Prompts used in this workbook The following prompts are used throughout the workbook: Demonstration Walkthrough Activity Discussion Step by step screen instructions Summary Notes Caution this information is very important Reference Copyright RMIT University 15 February 2012 iii

6 SAP Basic Notes iv Copyright RMIT University 15 February 2012

7 SAP Basic - Introduction Introduction Welcome The aim of this session is to provide you with the skills and knowledge to use SAP more effectively. You will be provided with an opportunity to gain practical experience in accessing and navigating SAP and using some basic SAP functions. Outcomes By the end of this training session, you should be able to: Logon to SAP Navigate in SAP: Navigate using menus Navigate using Transaction Codes Create and use Favorites Use multiple sessions Understand data fields Search for data Have a basic understanding of SAP reports: Explain the different types of reports available to SAP users Use advanced selection criteria to select report data Use report variants to save report criteria Navigate reports Drill down in reports Identify options for further report training. Set some basic SAP options Use SupportPoint to access SAP help. Pre-requisites SAP access. Target audience Staff who need to use SAP in their role. Copyright RMIT University 15 February

8 SAP Basic - Introduction Course structure You will be provided with an overview of SAP and its associated policies and processes. The learning environment encourages interaction by all participants and is facilitated by a training specialist. You will have the opportunity to participate in activities to further enhance learning and understanding of the session content. Assessment You will be required to complete one case study to confirm the required level of skills and knowledge have been attained. 2 Copyright RMIT University 15 February 2012

9 SAP Basic - Introduction Course expectations Discussion What do you hope to gain from attending this training session? How are you going to use the knowledge and skills in your work role? Copyright RMIT University 15 February

10 SAP Basic - Introduction Notes 4 Copyright RMIT University 15 February 2012

11 SAP Basic - Section 1: Introduction to SAP Section 1: Introduction to SAP Duration: 10 mins Purpose To understand what SAP is used for at RMIT and logon to the system. Section outcomes By the end of this section, you should be able to: Explain what SAP is and what it is used for at RMIT Logon to SAP Change your password. Copyright RMIT University 15 February

12 SAP Basic - Section 1: Introduction to SAP Demonstration Demonstration: Introduction to SAP SAP ECC 6.0, as it is known, is an integrated business software system that aims to eliminate duplication of effort. Information is entered once and shared across all functions. RMIT has made a significant investment in SAP (Systems, Applications and Products). Like any Enterprise Resources Planning (ERP) tool, it influences the way many staff manage their day-to-day work. SAP has been specifically acquired to manage RMIT's Financial, Human Resources (HR) and Property Management services. For example SAP is used for: Accounts Payable - displaying payment details and vendor balances, entering non-purchase order invoices Accounts Receivable - creating and printing customer invoices, credit memos and displaying customer balances Planning - budget details Controlling - internal orders and management reports Purchasing - purchase requisitions and purchase orders, entering goods receipts, displaying purchase reports Human Resources - leave reports, employee records, casual time and approval, overtime and payroll Manager's Desktop - HR reporting Workflow - authorisation of purchase documents, non purchase order invoices and leave requests SafetyNet - incident reporting, case management and workcover Data is exported to the SAP Business Warehouse which allows additional reporting. SAP also imports and data to other applications such as PeopleSoft. ESS (Employee Self Service) and MSS (Manager Self Service) are web applications that allow employees and managers to access and modify some SAP data without the need to use SAP. Note: To gain access to SAP or to change your access, you must complete an SAP Access Form. The form and other information relevant to using SAP can be found at 6 Copyright RMIT University 15 February 2012

13 SAP Basic - Section 1: Introduction to SAP Walkthrough Walkthrough: Logon to SAP Logon to SAP via the SAP Logon 710 dialog box. To access the live Production database you should select SAP ECC 6.0 Production System. During training, the SAP ECC 6.0 Training System will be used. 1 Double-click the SAP Logon icon on the Desktop to launch the SAP Logon 710 dialog box Figure 1. SAP Logon 710 dialog box. 2 Click SAP ECC 6.0 Training System then click the Log On button to display the SAP logon screen Figure 2. SAP logon screen. Copyright RMIT University 15 February

14 SAP Basic - Section 1: Introduction to SAP 3 Complete the User and Password fields as advised by your facilitator 4 Click the Enter button or press on the keyboard and you will be prompted to change the password 5 Type a new password and retype to confirm the password 6 Click the Transfer button or press to display the SAP Easy Access screen Figure 3. SAP Easy Access screen. 8 Copyright RMIT University 15 February 2012

15 SAP Basic - Section 1: Introduction to SAP Note: Password rules: Passwords can only be changed once a day SAP passwords are case sensitive Password must be changed on expiry Minimum of 5 characters Must be alphanumeric, i.e. a combination of letters A to Z and numbers 0 to 9 Do not begin with:?! a blank space three identical characters e.g. BBBAT any sequence of characters that is contained within your user ID e.g. E123 Do not use: PASS or INIT any of the last five SAP passwords used Note: SAP Production In the workplace you will access the SAP Production database. Use your NDS userid and your ESS password. The ESS and SAP password is the same. If you change one, the other changes. Change Password To change your SAP Password: 1 On the SAP logon screen type your userid and current password 2 Click the New password button 3 Type a new password and retype to confirm the password then click the Transfer button or press. Copyright RMIT University 15 February

16 SAP Basic - Section 1: Introduction to SAP Notes 10 Copyright RMIT University 15 February 2012

17 SAP Basic - Section 2: Navigating in SAP Section 2: Navigating in SAP Duration: 30 mins Purpose To navigate within SAP Section outcomes By the end of this section, you should be able to: Describe the different components of the SAP Easy Access screen Navigate using SAP menus Navigate using SAP transaction codes Create, rename and delete favorites Use multiple SAP sessions. Copyright RMIT University 15 February

18 SAP Basic - Section 2: Navigating in SAP Part A: The SAP Easy Access screen Demonstration Demonstration: The SAP Easy Access screen When you first logon to SAP the SAP Easy Access screen displays. There are a number of different components to this screen: Figure 4. The SAP Easy Access screen Component Menu Bar Standard Toolbar Title Bar Application Toolbar Command Field Transaction Code History Function Contains the name of all available menus for the current screen. Contains standard command buttons. Buttons that are not active on the screen are greyed out. Displays the name of the current screen. Contains buttons for functions that are specific to this screen. These buttons often repeat menu options. Type Transaction codes in this field. Displays a list of previous transaction codes that have been used. 12 Copyright RMIT University 15 February 2012

19 SAP Basic - Section 2: Navigating in SAP Component Enter Back Exit Cancel Status Bar Status icon INS/OVR indicator Function Click to enter transaction code. Click to move back one screen. Click to exit a screen. Click to exit a screen without applying changes. Displays system messages such as confirmation, warning and error messages. Also displays information about the SAP environment that you are using. Click to display system information. Click to toggle between insert and overtype mode. Note: If the Status Bar information does not display, click the grey arrow at the right of the Status Bar. If the Command field does not display on the Standard toobar, click the grey arrow to the right of the Enter button. Caution: The INS/OVR indicator in the Status Bar can be used to switch between overtype and insert mode. Click on the indicator to switch modes. OVR mode types over data that is to the right of the cursor. INS mode moves data to the right of the cursor as data is entered. If you change it to INS once, that setting will be retained. SAP transactions (or tasks) can be accessed in two ways: Using the SAP menus With Transaction Codes. These will be explored in detail in the next sections. Copyright RMIT University 15 February

20 SAP Basic - Section 2: Navigating in SAP Part B: Navigate using SAP Menus Walkthrough: Use SAP Menus SAP has two menus: Walkthrough The User Menu icon accesses the User Menu which contains only those functions that the user is authorised to perform. The SAP Menu icon accesses the SAP Menu which contains all the available SAP functions. Note: In a training environment the SAP Menu will be used. However, in your work environment you should use the User Menu as it will only display options for which you have access. Follow the procedure below to access transaction Display Order Group: Initial Screen using the SAP Menu 1 Click the SAP Menu button to access the SAP Menu 2 Follow the menu path: Accounting > Controlling > Internal Orders > Master Data > Order Group > Display 3 Select Display 4 Double-click to display the Display Order Group: Initial Screen screen Figure 5. Display Order Group: Initial Screen. 5 Click the Back button on the Toolbar to return to the SAP Easy Access screen 14 Copyright RMIT University 15 February 2012

21 SAP Basic - Section 2: Navigating in SAP Walkthrough Walkthrough: Display transaction codes Transaction codes are shortcut commands that can be used to go directly to transactions (screens) without the need to navigate using the menus. Transaction codes can be displayed in the SAP menus. 1 From the SAP Easy Access screen select Extras > Settings to display the Settings dialog box Figure 6. Settings dialog box 2 Click the Display technical names checkbox if it is not selected 3 Click the Continue button to return to the SAP Easy Access screen 4 Follow the menu path: Accounting > Controlling > Internal Orders > Master Data > Order Group > KOH3 - Display and note that the Transaction Codes appear in the menu Figure 7. SAP Easy Access menu with Transaction codes displayed and indicated. Note: Ensure you display the technical names when you return to the workplace. Copyright RMIT University 15 February

22 Part C: Navigate using SAP transaction codes SAP Basic - Section 2: Navigating in SAP Navigating using the SAP Menus can be quite cumbersome. As the system is so large with so many options, it can be difficult to locate specific items in the menu structure. For this reason, there is a shortcut method of navigation using Transaction Codes. Walkthrough Walkthrough: Use SAP transaction codes Navigate directly to a transaction by typing the Transaction Code in the Command field on the SAP Easy Access screen. 1 Click in the Command field and type KAH3 Figure 8. SAP Easy Access screen with KAH3 in the Command field. 2 Click the Enter button or press on the keyboard to display the Display Cost element group: Initial Screen screen Note: Click the Transaction Code History button at the right of the Command field to access transaction codes that you have used previously. 16 Copyright RMIT University 15 February 2012

23 SAP Basic - Section 2: Navigating in SAP Walkthrough: Locate transaction codes There are a number of ways to determine the transaction code for a specific task. Walkthrough 1 Ensure you are still in the Display Cost element group: Initial Screen transaction screen 2 Click the Status icon on the Status Bar to display system information Figure 9. SAP screen with system information displayed using the Status icon. Note the Transaction code KAH3 displayed 3 Click the Exit button on the Toolbar to return to the SAP Easy Access screen Walkthrough Walkthrough: Use Transaction Code History to navigate Any transaction codes that you have typed in the Command field will be stored in the Transaction Code History and can be easily accessed using the Transaction Code History button at the right of the Command field. 1 Click the Transaction Code History button at the right of the Command field to display a list of previously typed transaction codes Copyright RMIT University 15 February

24 SAP Basic - Section 2: Navigating in SAP Figure 10. Transaction Code History list. 2 Select the top item in the list (KAH3), and press or click the Enter button to display the Display Cost element group: Initial Screen screen again 3 Click the Cancel button to return to the SAP Easy Access screen Note: The Back, Exit and Cancel buttons can all be used to return to the SAP Easy Access screen. Walkthrough Walkthrough: Move between transactions You can move from one transaction to another without returning to the SAP Easy Access menu. Use /n before the transaction code in the Command field to achieve this. 1 Select KAH3 from the Transaction Code History menu and press to display the Display Cost element group: Initial Screen screen 2 Click in the Command field and type AS03 then press and note that an error message displays in the Status Bar 18 Copyright RMIT University 15 February 2012

25 SAP Basic - Section 2: Navigating in SAP Figure 11. SAP screen with error message indicated in the Status Bar. 3 Click in the Command field again and this time type /nas03 4 Press to close the screen you were on and display the Display Asset: Initial Screen screen Figure 12. Display Asset: Initial Screen. 5 Click the Exit button to return to the SAP Easy Access menu Copyright RMIT University 15 February

26 SAP Basic - Section 2: Navigating in SAP Activity 1: Move between transactions Duration: 1 min Activity 1 Use the SAP Easy Access menu to navigate to Accounting > Financial Accounting > Accounts Receivable > Account > FBL5N Display/Change Line Items What Company code displays? 2 Click the Back button to return to the SAP Easy Access menu 3 Use the Command field to navigate to Transaction FB03 What is the name of the screen? 4 Return to the SAP Easy Access menu 5 Select KAH3 from the Transaction Code History menu and press What is the name of the screen? 6 Type /nfb03 in the Command field to navigate to the Display Document: Initial Screen 7 Click the Exit button to return to the SAP Easy Access menu Notes 20 Copyright RMIT University 15 February 2012

27 SAP Basic - Section 2: Navigating in SAP Part D: Favorites Walkthrough Walkthrough: Create favorites Favorites are shortcuts to commonly accessed transactions. They can be arranged in the same order in which tasks are performed. There are several ways to create favorites, including: Using the Favorites toolbar buttons Using the Favorites menu and transaction codes Using the right-mouse shortcut menu. 1 From the SAP Easy Access menu follow the menu path Accounting > Controlling > Internal Orders > Master Data > Order Group >KOH3 - Display 2 Click (once only) on KOH3 - Display to highlight (do not double-click) 3 Click the Add to Favorites button and the transaction will appear in the Favorites folder Figure 13. SAP Easy Access menu with Favorite. 4 Select Favorites > Insert transaction to display the Manual entry of a transaction dialog box Copyright RMIT University 15 February

28 SAP Basic - Section 2: Navigating in SAP Figure 14. Manual entry of a transaction dialog box. 5 Type KAH3 and press to display the new item in the Favorites folder 6 Right-click the Favorites folder and select Insert transaction from the Shortcut menu to display the Manual entry of a transaction dialog box again 7 Type Y_DEV_ and press Walkthrough Walkthrough: Rename and reorder favorites You can rename a favorite so that the name is more meaningful to you. You can also change the order in which they display to correspond to the order in which you perform tasks. 1 Click the KOH3 favorite then click the Change Favorites button to display the Change a favorite dialog box 2 Change the name to something shorter that is meaningful to you (e.g. Display Order Group) then click the Continue button or press 3 Right-click on the Y_DEV_ favorite and select Change favorite 4 Change the text to Run Management Reports then press 5 Click on your first favorite and click the Move Favorites down button Walkthrough: Create favorites folder Create folders to store your favorites in logical groups. Walkthrough 1 From the SAP Easy Access menu select Favorites > Insert folder to display the Create a Folder in the Favorites List dialog box 2 Type My Finance favorites and press 3 Click one of the favorites you created previously and drag it to the folder 22 Copyright RMIT University 15 February 2012

29 SAP Basic - Section 2: Navigating in SAP Walkthrough Walkthrough: Delete favorites If you no longer use a particular transaction you can delete the favorite. There are several ways to do this: Using the Delete Favorites button Using the key on the keyboard Using the right-mouse button. 1 Click once on the KOH3 favorite 2 Click the Delete Favorites button 3 Click on your My Finance favorites folder and press on the keyboard to delete the folder and any favorites it contained 4 Right-click another favorite and select Delete Favorite from the Shortcut menu 5 Ensure you have deleted all your favorites Part E: Create multiple SAP sessions Walkthrough Walkthrough: Create multiple SAP sessions Up to six SAP sessions can be open at any one time. This can be useful if you need to display different information simultaneously, e.g. you may need to look up customer information while creating an invoice. There are several ways to create multiple sessions: Use the Creates New Session button on the Toolbar Select System > Create Session Type /o before the Transaction Code in the Command field. 1 From the SAP Easy Access screen click the Creates New Session button on the Toolbar to display a new SAP Easy Access screen Figure 15. SAP screen with two sessions. Note that the Status Bar indicates that this is the second session Copyright RMIT University 15 February

30 SAP Basic - Section 2: Navigating in SAP 2 Click the button for the first session on the Taskbar as indicated 3 Click back on the button for the second session 4 Click in the Command field and type KOH3 then press to display the Display Order Group: Initial Screen in the second session 5 Click in the Command field and type /oas03 to display the Display Asset: Initial Screen screen in a third session 6 Experiment with moving between the different session screens 7 Click back on the screen for the third session (Display Asset: Initial Screen) Note: If you regularly work with multiple sessions, you may like to resize and arrange the windows so that you can see them all at once. Walkthrough: Close sessions There are several ways to close additional sessions, including: Walkthrough Select System > End Session Click the Back or Exit buttons until reaching the SAP Easy Access menu then click the Exit button again. 1 Select System > End Session 2 Ensure you are in the second session 3 Click the Exit button once to return to the SAP Easy Access menu 4 Click the Exit button again to end the second session so that only the first session is still active 24 Copyright RMIT University 15 February 2012

31 SAP Basic - Section 2: Navigating in SAP Activity 2: Navigate in SAP Duration: 5 mins Activity Use navigation techniques to create and delete favorites and work with multiple sessions. 1 Create a Favorite for Transaction OKENN 2 Rename the Favorite to Cost Centre Standard Hierarchy 3 Navigate to the Favorite 4 Open a new session using the Creates New Session button 5 In this second session, navigate to KOH3 using the Command field 6 Open a third session by typing /ofb03 in the Command field What is the name of this screen? 7 Close the third session 8 Close the second session 9 Return to the SAP Easy Access menu on the first session 10 Delete the Favorite Notes Copyright RMIT University 15 February

32 SAP Basic - Section 2: Navigating in SAP Notes 26 Copyright RMIT University 15 February 2012

33 SAP Basic - Section 3: Data Fields Section 3: Data Fields Duration: 10 mins Purpose To identify the different types of SAP data fields and how to use them. Section outcomes By the end of this section, you should be able to: Identify the different types of data fields Search for data. Copyright RMIT University 15 February

34 SAP Basic - Section 3: Data Fields Demonstration Demonstration: Introduction to fields Most SAP screens consist of areas and fields. An area has a name and contains a number of fields. A field consists of a field name and field data, where information is added or edited. Field data is a single unit of information, such as an employee's name or cost centre number. Figure 16. Customer Line Item Display screen displaying field details. Most screens in SAP contain fields to: Enter data - Input field, and/or Display data - Display field. A required or mandatory input field is indicated by field is yellow.. The current 1 From the SAP Easy Access screen type FBL5N in the Command field to display the Customer Line Item Display screen as in Figure 16 above 2 Click in a field other than the Customer account field and note that the new current field is now yellow. Also note that the Customer account field is within the Customer selection area 3 Type /nab03 in the Command field to switch to the Documents for Asset screen Figure 17. Documents for Asset screen. 4 Note that the Fiscal Year is mandatory, indicated by 5 Click the Exit button to return to the SAP Easy Access screen 28 Copyright RMIT University 15 February 2012

35 SAP Basic - Section 3: Data Fields Walkthrough: Search for data Walkthrough If you don t know the values to insert in a data field, use the Search button. This displays a list of possible entries or a screen that allows searching on different fields. The wildcard character * allows you to search for a string of characters (e.g. Sm* finds Smith, Smyth, Smithson, etc., *own* finds Brown, Browning, Downs, etc.) to assist with searching. 1 Type FBL5N in the Command field to display the Customer Line Item Display screen Figure 18. Customer Line Item Display screen. 2 Click the Search button to the right of the Company code field to display a list of possible entries for this field Copyright RMIT University 15 February

36 SAP Basic - Section 3: Data Fields Figure 19. Company Code entries. 3 Click the Close button to exit this screen without changing the default Company code (1001 RMIT University) 4 Click the Search button to the right of the Customer account field to display Customer Number 1 screen Figure 20. Customer search screen. 30 Copyright RMIT University 15 February 2012

37 SAP Basic - Section 3: Data Fields 5 Click in the Name field and type Eco* 6 Click the Start search button or press to display a list of customers whose name begins with Eco Figure 21. Customers whose name begins with Eco. 7 Double-click one of the entries, e.g. Ecorecycle Victoria, to insert their code in the Company code field Figure 22. Customer Line Display with selected Customer account code. Copyright RMIT University 15 February

38 SAP Basic - Section 3: Data Fields 8 Click All items in the Status section then click in the Posting date field as indicated Figure 23. Posting date field. 9 Click the Search button to display a calendar Figure 24. Calendar. 10 Click a date to return to the Customer Line Item Display screen 11 Click in the Posting date to field to display the Search button Figure 25. Posting date to field. 12 Press then to insert today s date 13 Click the Back button to return to the SAP Easy Access screen 32 Copyright RMIT University 15 February 2012

39 SAP Basic - Section 3: Data Fields Note: To select today s date in a date field, press then. is the shortcut key for the Search button while selects the highlighted date (today s by default). Note: Click the right mouse button to obtain a list of shortcut keys on any screen. Note that the definition of some keys varies depending on the screen. Note: A list of standard Shortcut keys is in the Appendices on p77. Note: An alternative way to search for matches is to type =text (e.g. =Eco) in a field and then press. Notes Copyright RMIT University 15 February

40 SAP Basic - Section 3: Data Fields Activity 3: Search for data Duration: 2 mins Activity 1 From the SAP Easy Access screen type FBL5N in the Command field to display the Customer Line Item Display screen 2 Click in the Customer account field and click the Search button 3 Type *ibm* in the Name field and press 4 Double-click to select one of the customers 5 Click in the Open items date field in the Status section 6 Press to display the calendar 7 Click to select a date 8 Click the Back button to return to the SAP Easy Access screen Notes 34 Copyright RMIT University 15 February 2012

41 SAP Basic - Section 4: Introduction to Reports Section 4: Introduction to Reports Duration: 25 mins Purpose To gain a basic understanding of SAP reports available and some commonly used techniques for generating and navigating reports. Section outcomes By the end of this section, you should be able to: Explain the different types of reports available to SAP users Use advanced selection criteria to select report data Use report variants to save report criteria Navigate reports Drill down reports Identify options for further report training. Copyright RMIT University 15 February

42 SAP Basic - Section 4: Introduction to Reports Part A: Report overview Discussion There are many different reports that can be run in SAP. The most common are Finance and HR and are summarised in the following table: Report Transaction Description Management Report Y_DEV_ Internal Order Management Report Management Report Y_DEV_ Operating Result by Internal Order Orders: Actual Line Items KOB1 Transaction details for Internal Orders Leave Balance Report ZHRALR2 Leave Balance Report without liability Note: Finance reports are located in the Financial Reporting and Display Access folder in the SAP Easy Access User menu. Finance concepts The Chart of Accounts describes the nature of an income or expense for reporting purposes. In SAP the accounts are referred to as either general ledger accounts or cost elements. A Cost Centre is an organisational unit within a controlling area that represents a clearly delimited location where costs occur. The Cost Centres are grouped by using Cost Centre Groups. Every school is a Cost Centre group and may have one or more Cost Centres. A Profit Centre is a management-orientated organisational unit used for internal controlling purposes. All schools within a college have been set up as profit centres as they all have the ability to earn revenue. An Internal Order represents a project, generally used to plan, collect and settle the costs of internal jobs and tasks. For example, all teams within an organisational unit will have an Internal Order as will specific projects. 36 Copyright RMIT University 15 February 2012

43 SAP Basic - Section 4: Introduction to Reports Profit Centre Cost Centre Group Cost Centre Cost Centre Cost Centre Internal Orders Internal Orders Internal Orders Figure 26. Profit and Cost Centre hierarchy diagram. Part B: Report options Walkthrough Walkthrough: Advanced selection criteria You may wish to run a report on more than one value for a particular field. There are several ways to specify them: By selecting an internal order group By selecting a range By specifying up to eight specific values By specifying more than eight specific values in an Excel spreadsheet. Note: The fourth option is documented in the Appendices on p79. Select an Internal Order group We will enter data for the RMIT Management Report. Note that this runs a report for all cost elements for specified internal orders (i.e. all cost and revenue items for specified projects). You can specify an internal order group but you can run the report for specific internal orders. 1 From the SAP Easy Access User menu screen navigate to Financial Reporting and Display Access > Internal Orders > RMIT Reports > Management Reports > Y_DEV_ Management Report 2 Right-click and select Add to Favorites 3 Press to display the RMIT: Management Report: Selection screen Copyright RMIT University 15 February

44 SAP Basic - Section 4: Introduction to Reports Figure 27. RMIT: Management Report: Selection screen. 4 Complete the Selection values fields: 4a Current Fiscal Year: 4b From period: 4c To period: as advised by facilitator as advised by facilitator as advised by facilitator 4d Budget Version: 2 4e Forecast Version: 99 5 Complete the Selection groups fields: 5a Order group: IO_C107 6 Click the Execute button to generate the report 7 Click the Back button and click Yes to the Exit report query Note: To generate a report for an entire Internal Order group, type the group name, e.g. IO_C107 in the Order group field. Note: When you exit the report do not select the Create extract option. 38 Copyright RMIT University 15 February 2012

45 SAP Basic - Section 4: Introduction to Reports Select a range Rather than running a report for an entire internal order group you can restrict it to a range of specific internal orders. 1 Ensure the RMIT: Management Report: Selection screen is displaying 2 Delete any order group values that display and ensure the Selection values section is completed as in the previous walkthrough 3 Complete the Selection groups fields: 3a Or value(s): b to: Click the Execute button to generate the report 5 Click the Back button and click Yes to the Exit report query Select specific values Select specific internal orders rather than an entire order group or range of internal orders. 1 Ensure the RMIT: Management Report: Selection screen is displaying 2 Delete any order values that display and ensure the Selection values section is completed as in the previous walkthrough 3 Click the Multiple selection button to the right of the order value fields to display the Multiple Selection dialog box Figure 28. Multiple Selection dialog box. Copyright RMIT University 15 February

46 SAP Basic - Section 4: Introduction to Reports 4 Type the following internal order numbers in the first four rows: 4a b c d Click the Copy button 6 The RMIT: Management Report: Selection screen displays the first Internal Order selected but the Multiple selection button changes to green to indicate that it is active and to give access to view all items selected Figure 29. RMIT Management Report Selection screen with multiple selection button. Note: A maximum of eight Internal Order numbers can be entered into the Multiple Selection screen. More than this can be imported from a file such as an Excel spreadsheet. See p79 in the Appendices for further information. Notes 40 Copyright RMIT University 15 February 2012

47 SAP Basic - Section 4: Introduction to Reports Walkthrough Walkthrough: Report variants Reporting selections can be preselected and saved as a variant, making it easier to run regular reports. 1 While still on the RMIT: Management Report: Selection screen with the selections from the previous walkthrough, click the Save as Variant button on the toolbar to display the Variant Attributes screen Figure 30. Variant Attributes screen. 2 Complete the fields: 2a Variant Name: [Your initials] Report 2b Meaning: [Your name] Management Report Click the Save button and you will be returned to the RMIT: Management Report: Selection screen 4 Click Exit or Back to return to the SAP Easy Access menu 5 Select Y_DEV_ from the Favorites folder 6 Press to display the RMIT: Management Report: Selection screen 7 Click the Get Variant button 8 If the Find variant dialog box displays, click the Execute button to display the ABAP: Variant Directory dialog box Copyright RMIT University 15 February

48 SAP Basic - Section 4: Introduction to Reports Figure 31. ABAP: Variant Directory dialog box. 9 Select the required variant and click the Choose button to return to the RMIT: Management Report: Selection screen with your saved parameters 10 Click the Exit button to return to the SAP Easy Access menu Note: To display a list of variants created by you only, type your userid in the Created by field at step 8 above. Include an identifier for your variants (e.g. your initials) as an aid to locating them. All users can see all variants. The following shortcut keys can be used: + to save a variant. + to get a variant. Notes 42 Copyright RMIT University 15 February 2012

49 SAP Basic - Section 4: Introduction to Reports Activity 4: Report options Duration: 3 mins Activity Select multiple internal orders in the Management Report then save as a variant for future use. 1 From the SAP Easy Access User menu screen select Y_DEV_ Management Report from the Financial Reports > Internal Orders > RMIT Reports Management Reports folder (or use the Favorite you saved earlier) 2 Press to display the RMIT: Management Report: Selection screen 3 Complete the Selection values: 3a Current Fiscal Year: 3b From period: 3c To period: as advised by facilitator as advised by facilitator as advised by facilitator 3d Budget Version: 2 3e Forecast Version: 99 4 Complete the Selection groups: 4a Order values: , , Hint: Use the Multiple selection button 5 Save the selections as a variant called [Your initials] Report 2 6 Click the Exit button to return to the SAP Easy Access menu Notes Copyright RMIT University 15 February

50 SAP Basic - Section 4: Introduction to Reports Part C: Navigate reports There are a number of standard techniques that can be used to navigate the different types of reports in SAP. Walkthrough Walkthrough: Generate a report 1 From the SAP Easy Access screen select Y_DEV_ from the Favorites folder 2 Press to display the RMIT: Management Report: Selection screen 3 Complete the Selection values: 3a Current Fiscal Year: 3b From period: 3c To period: as advised by facilitator as advised by facilitator as advised by facilitator 3d Budget Version: 2 3e Forecast Version: 99 4 Complete the Selection groups: 4a Order group: IO_C107 5 Click the Execute button 6 The Status Bar will indicate how many records are being read and processed until the Management Report displays on the screen Figure 32. Management Report. 44 Copyright RMIT University 15 February 2012

51 SAP Basic - Section 4: Introduction to Reports Caution: If a report seems to be taking too long to generate, you can end the process by clicking the GUI Interaction menu icon in the very top left of the SAP screen. Select Stop transaction from the drop-down menu that displays. Note: When exiting a report do not select the Create extract option. Walkthrough Walkthrough: Expand/ collapse reports Reports can be expanded or collapsed to show more or less detail. By default the report displays amounts for cost element groups. These can be expanded to display amounts for individual cost elements. 1 Continue with the report from the previous walkthrough Figure 33. Management Report with navigation icons. 2 Click the Expand icon to the left of one of the entries and keep doing this until you can see the individual cost elements Copyright RMIT University 15 February

52 SAP Basic - Section 4: Introduction to Reports Figure 34. Part of Management Report expanded to display cost element data. 3 Click the Collapse icon to collapse items 4 Click the Expand report fully button on the Report toolbar to display all the cost elements 5 Click the Collapse report fully button on the Report toolbar to collapse back to the cost element groups Walkthrough Walkthrough: Display/ hide navigation panel Depending on the type of report, there may be an optional Navigation panel that allows you to filter the results shown. 1 Continue working with the report from the previous walkthrough 2 Click the Navigation on/off button on the Report toolbar to display the Navigation panel on the left side of the screen 46 Copyright RMIT University 15 February 2012

53 SAP Basic - Section 4: Introduction to Reports Figure 35. Part of Management Report with Navigation panel displayed. 3 Click the triangle to the left of the Order group folder 4 Click one of the internal orders to display results for that order only Figure 36. Management Report for one Internal Order. 5 Click on the Order group folder to display the entire report again 6 Click the Navigation on/off button to close the Navigation panel Copyright RMIT University 15 February

54 SAP Basic - Section 4: Introduction to Reports Walkthrough Walkthrough: Drill down reports You can drill down on a cost element group or individual cost element to individual items. 1 Continue with the same report 2 Expand report fully 3 Double-click on one of the line items to display the Select Report dialog box Figure 37. Select Report dialog box. 4 Select Orders: Actual Line Items then click the Choose button Figure 38. Version: Choose dialog box. 5 Select 0 (Current Version) in the Version: Choose dialog box and click the Choose button to view the Display Actual Cost Line Items for Orders screen 48 Copyright RMIT University 15 February 2012

55 SAP Basic - Section 4: Introduction to Reports Figure 39. Display Actual Cost Items for Orders screen. 6 Click the Back button to return to the RMIT Internal Orders Management Report 7 Select Yes to the exit this list prompt 8 Click the Back button 9 Select Yes to exit the report 10 Click the Back button until you return to the SAP Easy Access menu Note: It is possible to drill down further by double-clicking an item on the Display Actual Cost Line Items for Orders screen. Notes Copyright RMIT University 15 February

56 SAP Basic - Section 4: Introduction to Reports Activity 5: Report activity Duration: 4 mins Activity Use the report variant you created earlier to generate a report then use techniques to expand the report and drill down. 1 From the SAP Easy Access screen type Y_DEV_ in the Command field to display the RMIT: Management Report: Selection screen (or use the Favorite you created earlier) 2 Click the Get Variant button to retrieve the variant you created in the previous activity ([your initials] Report 2) 3 Click the Execute button to generate the report 4 Click the Expand report fully button 5 Click the Navigation on/off button 6 Select one of the internal orders to display amounts for that order. Ensure that you select an order with values 7 Close the Navigation panel 8 Double-click on an item to drill down to the Display Actual Cost Line Items for Orders screen 9 Return to the SAP Easy Access screen Notes 50 Copyright RMIT University 15 February 2012

57 SAP Basic - Section 5: SAP Options Section 5: SAP Options Duration: 7 mins Purpose To modify system options to suit user requirements. Section outcomes By the end of this section, you should be able to: Explain the different types of system messages Customise the way in which system messages are displayed Save a default printer Identify the different print methods Check status of a print request. Copyright RMIT University 15 February

58 SAP Basic - Section 5: SAP Options Part A: System messages Demonstration: Types of system messages SAP communicates via system messages, typically in the Status Bar. Figure 40. SAP Easy Access screen with error message in Status Bar. There are four types of system messages: Icon Message type Description Error message Warning message Information message System abort message Indicates an invalid entry or failure to enter mandatory data. (e.g. Invalid date). User cannot proceed until corrected. Indicates a possible error or warning (e.g. Budget has been exceeded for this account). User can proceed after verifying the message. Provided for information purposes. (e.g. Data has been saved successfully). Indicates that a hardware problem exists. (e.g. Contact the System Administrator if the problem persists). 52 Copyright RMIT University 15 February 2012

59 SAP Basic - Section 5: SAP Options Walkthrough Walkthrough: Customise message display You can change the way in which messages are displayed, selecting to display them in a dialog box rather than on the Status Bar. This can help to make them more prominent. 1 From the SAP Easy Access screen click the Customize Local Layout button at the end of the Standard toolbar 2 Select Options to display the Options dialog box Figure 41. Options dialog box. 3 Select the checkboxes in the Messages area for the options you wish to turn on 4 Click OK Note: We recommend that you turn all messages options on in your workplace so that you don t miss messages inadvertently. Copyright RMIT University 15 February

60 SAP Basic - Section 5: SAP Options Part B: Customise user defaults Access the Own Data section of User Profile to display or change defaults: Defaults User Defaults User Address User Parameters Description Set defaults including default printer and start menu. Maintain address and telephone details. Set the default entries that will appear in common fields. Note: The Telephone no., Department and Name fields in the Address tab are automatically used when generating invoices. These should therefore be updated if the details change. Caution: Do not change the Internet mail field. This is used for Workflow s in SAP (e.g. leave requests) and needs to be in a specific format. Caution: Do not change any details on the Parameters tab. Demonstration Demonstration: Save a default printer When you are first set up in SAP, or if your printer changes, you should set your default printer. 1 Select System > User Profile > Own data 2 Click the Defaults tab 3 Change OutputDevice to set the default printer for all print jobs requested via SAP: 3a If the default printer is set to #Local printer (Front-End) Printer and you wish to select a specific SAP printer, delete this entry 3b Click the Search icon for the OutputDevice field 3c Click the Start Search button dialog box to display the Spool : Output device 54 Copyright RMIT University 15 February 2012

61 SAP Basic - Section 5: SAP Options Figure 42. Spool: Output device dialog box. 3d Click an option from the list displayed and click the Copy button 4 Click the Save button to save any changes made Note: Note: Note: If a new printer is set up on the network, it isn't automatically available as an SAP printer. You need to call Service Desk to request this. You can't update the default in SAP until this has been done. If the printer that you were using becomes unavailable (e.g. you move location or the printer moves) you can select Local and SAP will use your Windows default printer. Ensure you check that your default printer is set correctly at your desk. Caution: If your printer is set to Local, it may not have the correct drivers to print SAP output, such as invoices, in the correct format. If this occurs, select one from the SAP printer list as above. Copyright RMIT University 15 February

62 SAP Basic - Section 5: SAP Options Part C: Printing Demonstration: Print from SAP There are three main methods for printing from SAP: Demonstration Click the Print button if available on the current screen Select System > List > Print Select the Hard Copy option from the Customize Local Layout menu (click ) to print a copy of what is seen on the screen. 1 From the SAP Easy Access screen type Y_DEV_ in the Command field to display the RMIT: Management Report: Selection screen 2 Click the Get Variant button to retrieve the variant you created in Activity 4 ([your initials] Report 2) 3 Click the Execute button to generate the report 4 Click the Print button to display the Print variation reports dialog box Figure 43. Print variation reports dialog box. 5 Click the Continue button to print the current report Figure 44. Print current report dialog box. 6 Click the Continue button to print a Formatted report 56 Copyright RMIT University 15 February 2012

63 SAP Basic - Section 5: SAP Options The Print Screen List dialog box displays Figure 45. Print Screen List dialog box. 7 Ensure that Output Device displays the ID of the printer you wish to print to 8 Click the Properties button to display the Spool Request Attributes dialog box Figure 46. Spool Request Attributes dialog box. Copyright RMIT University 15 February

64 9 General Properties: SAP Basic - Section 5: SAP Options Time of printing: Double-click and select Print out immediately if this is not selected 10 Output Options: Delete immediately after printing: Ensure this is set to Yes 11 Click the Continue button to return to the Print Screen List dialog box 12 Click the Continue button to generate the print 13 Click the Navigation on/off button to display the Navigation pane 14 Click the Customize Local Layout button to display the Options menu Figure 47. Hard Copy option on Options menu. 15 Click Hard Copy to generate a copy of exactly what you see on the screen 16 Click the Back button until you return to the SAP Easy Access menu Note: If there is no print option on a screen, press + on the keyboard then open Microsoft Word and select Edit > Paste to paste the screen capture into the document. 58 Copyright RMIT University 15 February 2012

65 SAP Basic - Section 5: SAP Options Demonstration: Check the status of a print request Use the Output Controller screen to: Demonstration Check the status or a print request Release a print request that did not have Print immediately selected. The Output status column displays the status of the request: Output status Description - Print request has been held and not sent to the printer yet. Select this request and click the Print button to release and print. Process Problem/ Wait Print request currently being processed. There is a problem with the print request. It may mean that the printer is not turned on or that there is a problem with the output. Press then click Display Log for more information. Contact the Service Desk if you cannot resolve yourself. 1 Select System > Own Spool Requests to display the Output Controller: List of Spool Requests screen Figure 48. Output Controller: List of Spool Requests screen. 2 To print a request, select it and click the Print button 3 To delete a request, select it and click the Delete button 4 To display the contents of the spooled print, select a request then click the Display contents button Copyright RMIT University 15 February

66 SAP Basic - Section 5: SAP Options Notes 60 Copyright RMIT University 15 February 2012

67 SAP Basic - Section 6: Help Section 6: Help Duration: 10 mins Purpose To access help for SAP. Section outcomes By the end of this section, you should be able to: Use SupportPoint as a resource for obtaining SAP help Use context sensitive SAP help within SupportPoint Install SupportPoint. Copyright RMIT University 15 February

68 SAP Basic - Section 6: Help Part A: Introduction to SupportPoint Walkthrough Walkthrough: Login to SupportPoint SupportPoint Viewer is RMIT s online application support resource that assists users to perform their jobs. It knows who you are, recognises where you are in a process to provide you with the right information that you need to complete a task. Each person who logs onto SupportPoint may have different modules assigned to them. 1 Click the SupportPoint Viewer icon in the System Tray to launch SupportPoint Viewer 2 Type your e number in the Username field, leave the Password blank 3 Click the Login button to display the RMIT University Welcome page 4 Click Continue to display the SupportPoint Home menu Note: When you launch SupportPoint at your desk you may not need to login, the Welcome page may display immediately. Demonstration Demonstration: Navigate SupportPoint SupportPoint is simple to navigate. Click the following icons to move around SupportPoint: Icon Name Description Home Close Back Jump Feedback Clicking this icon will take you back to the main SupportPoint menu. This icon will close down SupportPoint. To re open simply click the orange, blue and white icon in the System Tray. If this icon is clicked it will take you 'back' one step. SupportPoint will jump from one side of the screen to the other when this is clicked. Provide feedback from a document. You can also provide feedback from a folder by right clicking on the name. 62 Copyright RMIT University 15 February 2012

69 SAP Basic - Section 6: Help Access the Online support The SupportPoint Home page contains various modules to choose from dependent on your access. 1 Click on the topic of interest 2 A subgroup of topics will be displayed 3 Choose the relevant document 4 The resources can be completed at your own pace Conventions When you see... Click... Click to view a pop up box of relevant information. Link to related content linked to the word, e.g. website, document or video. Structure of documents In the online support materials, each document has a number of tabs. The names of these can vary but often there are: Introduction or Description - outlining the document's purpose and objectives Rules - business rules and policies Guidelines - guidelines about the process Taskflow - like a table of contents for easy navigation Tasks (or Instructions or Activities) - contains information needed to understand and steps that need completing What to do in each Document 1 Read the introduction 2 Go to, and complete, each of the activities in the Tasks tab Note: Access further information about SupportPoint Viewer in SupportPoint by following the menu path SupportPoint 7.0 > SupportPoint Viewer. A copy of the Quick Reference Guide is in the Appendices p83. Copyright RMIT University 15 February

70 SAP Basic - Section 6: Help Part B: Use SupportPoint as a resource Use SupportPoint to find out how to complete specific tasks in SAP. Walkthrough Walkthrough: Use SupportPoint to create SAP favorites 1 From the SupportPoint Home page, click the Expand Folder icon to the left of SAP 2 Click the Expand Folder icon to the left of SAP Basics 3 Click the Favorites document 4 In SAP follow the steps shown in task 1 to create a favorite for transaction KOH3 5 Follow the steps shown in task 2 to rename the favorite to Display Internal Order Group 6 Follow the steps shown in task 3 to delete the favourite Walkthrough Walkthrough: Search for help in SupportPoint If you don t know which SupportPoint folder to look in to find the help you need, you can search on keywords. 1 From the SupportPoint Home page, click in the Find field in the bottom of the screen Figure 49. Find field on the SupportPoint Home page 2 Type internal order and click the Go button or press to display a list of relevant SupportPoint documents 64 Copyright RMIT University 15 February 2012

71 SAP Basic - Section 6: Help Figure 50. Search results 3 Click the Display path button to show the path location for the document Figure 51. Search results with document path 4 Click the document Display an Internal Order then click the Tasks tab to view the steps required to perform this function Copyright RMIT University 15 February

72 Part C: Use SupportPoint context sensitive help Walkthrough: Use SupportPoint context sensitive help SAP Basic - Section 6: Help Walkthrough SupportPoint can also be used to access context sensitive help. To use this ensure the active screen is the one for which you want help. 1 Click back on the SAP screen 2 Click in the Command field and type KAH3 3 Press to display the Display Cost element group: Initial Screen 4 Click the SupportPoint Search icon in the System Tray 5 SupportPoint performs a search and displays in the Viewer the procedure(s) that relate to the active application screen 6 Click the document you want to view. It will open in the Viewer window Part D: Install SupportPoint SupportPoint may already be installed on your PC at your desk. If not, it is a simple procedure. Demonstration: Install SupportPoint 1 The SupportPoint icon may be already be in your System Tray in the bottom right hand corner of the screen Demonstration Figure 52. SupportPoint icon in the System Tray. 2 If it cannot be found in the above location then click: Start > Install Apps (RMIT) > 0 - SOE Apps > SupportPoint Viewer (Install) 3 You will then be prompted to reboot your PC 4 This installs SupportPoint and puts an icon in the System Tray 5 Login to SupportPoint using your e number (no password is required) 66 Copyright RMIT University 15 February 2012

73 SAP Basic - Section 6: Help Activity 6: Use SupportPoint to get help for SAP Duration: 3 mins Activity 1 In SAP go to transaction ZFARP 2 Use the SupportPoint Search icon to find context sensitive help for this transaction 3 Open the document Print Invoice/Credit Memo 3a What value should be used in the Correspondence Type field to print a Credit memo? 4 In SAP return to the SAP Easy Access menu 5 In SupportPoint Viewer search for help on leave balance 6 Open the document Display Leave Balance only 6a What is the Transaction Code for the Leave Balance Report screen? Notes Copyright RMIT University 15 February

74 SAP Basic - Case study 1 Case study 1 Case study Duration: 15 mins This case study will confirm that you can use basic SAP functionality such as navigating to specific transactions, searching for field values, creating favorites and looking up information in SupportPoint. 1 Navigate via menus to Accounting > Controlling > Internal Orders > Master Data > Order Group >KOH3 - Display 2 Search for Order Group with a Description of *SAP Training* 3 Complete the Internal Order Group: IO_C _ 4 Return to the SAP Easy Access screen 5 Create a favorite for transaction Y_DEV_ Rename the favorite to Management Report 7 Navigate to that transaction 8 Complete the fields: 8a Current Fiscal Year: 8b From period: 8c To period: as advised by facilitator as advised by facilitator as advised by facilitator 8d Budget Version: 2 8e Forecast Version: 99 8f Order Group: IO_C107 9 Generate the report 10 What is the Month Actual cost for Cost Element Consumable Materials? 11 Show the facilitator your favorite and the answers to questions 12 Delete the favorite and any other favorites you have created 13 Use SupportPoint to find the transaction code for the Display leave balance without liability value report (Hint: Search for this text in the SupportPoint Find field at the bottom of the window) 13a Transaction code: 14 Close SupportPoint 15 Log off SAP 68 Copyright RMIT University 15 February 2012

75 SAP Basic - Summary Summary Summary Duration: 7 mins The aim of the training session has been to provide you with the skills and knowledge to use SAP more effectively. You have been provided with an opportunity to gain practical experience in SAP in a training environment. You should now be better equipped to use this application in your work role. If you have successfully completed the set activities and case studies, you should now be able to: Logon to SAP Navigate in SAP: Navigate using menus Navigate using Transaction Codes Create and use Favorites Use multiple sessions Understand data fields Search for data Have a basic understanding of SAP reports: Explain the different types of reports available to SAP users Use advanced selection criteria to select report data Use report variants to save report criteria Navigate reports Drill down in reports Identify options for further report training. Set some basic SAP options Use SupportPoint to access SAP help. Copyright RMIT University 15 February

76 SAP Basic - Summary Notes 70 Copyright RMIT University 15 February 2012

77 SAP Basic - Appendices Appendices Glossary Term Transaction Code Transaction Variant Favorite Infotype Drill down Multiple selection Session Definition A Transaction Code is a shortcut command to go directly to a transaction. A task. A saved set of selections for a report. A saved shortcut to a transaction that is used often. Infotype data is a set of data that is grouped together according to subject matter. Where this data is available for display, you have the option to display the most recent data or the history of all data. Navigate to lower levels of data to see more detail. Specify a number of specific values for a report field. An instance of SAP. Up to six sessions of SAP may be open at any one time. Copyright RMIT University 15 February

78 SAP Basic - Appendices RMIT Finance terminology SAP Term Chart of Accounts Explanation A catalogue that contains all General Ledger Accounts (Cost Elements) It displays the nature of the account ie income or expense and is used for reporting purposes. The Chart of Accounts contains the: account number, the account name and other technical information. Cost Centre An organisational unit within a controlling area that represents a clearly delimited location where costs occur. e.g. School of Accounting and Law, Human Resources. The Cost Centre code has five numeric characters. Cost Centre Group Cost Centres are grouped using Cost Centre Groups Every school is a Cost Centre Group and is identified by the prefix 'C', e.g. C108. The Cost Centre Group code has four characters, one alpha (C) and three numeric. Cost Element Individual accounts that make up the Chart of Accounts. The Cost Element code has six numeric characters. Cost Element Group Credit Memo Cost Elements are grouped using Cost Element Groups. This enables RMIT to produce a sub total of like accounts. For example, all travel and motor vehicle cost expenses are grouped together. A list of goods and/or services credited to the customer. Credit Memo numbers have nine numeric characters usually starting with 18???????. Customer Line Item Customers Fiscal Year A descriptive line that appears on a customers invoice to inform the customer what they are being charged for. A person who buys goods and/or services from RMIT. A period of 12 months for which RMIT produces financial statements for taxation and accounting purposes. RMIT's Fiscal Year is from January to December. 72 Copyright RMIT University 15 February 2012

79 SAP Basic - Appendices SAP Term General Ledger Account Internal Order Explanation see Cost Elements. Represents a project, generally used to plan, collect and settle the costs of internal jobs and tasks. All Internal Orders are created and released by Financial Services. The Internal Order code has a maximum of six numeric characters. Internal Order Group Invoice Internal Orders are grouped using Internal Order Groups. This enables us to produce a sub total of like Internal Orders. A list of goods and/or services sent or received, with prices and charges. Invoice numbers have nine numeric characters usually starting with 10???????. Posting Period A period (or month) within a fiscal year for which a transaction occurred. Every transaction that is posted is assigned to a particular posting period. The Posting Period code has one or two numeric characters, i.e. 1 = January, 5 = May, 10 = October, etc. Parked Plan Version A document has been actioned ready for approval - only used for non-purchase order invoices. A data collection device that is used to store budget and forecast information for a financial period. E.g. Plan Version 2 (2010) contains the council approved budget for RMIT. The Plan Version allows review of actual vs budget data. The Plan Version code has one or two numeric characters. Posted Approved and placed in the relevant areas, e.g. on the customer s account, in the cost Elements, ready for reporting purposes. Copyright RMIT University 15 February

80 SAP Basic - Appendices SAP Term Profit Centre Explanation Is set up for a school that earns external revenue for reporting purposes. The Profit Centre code has four characters, one alpha (P) and three numeric. Purchase Order Is a document that verifies a commitment by RMIT to procure a certain quantity of a material or a service from a particular vendor. All Purchase Orders are created by Financial Services and faxed to the vendor school. Purchase Requisition Vendor A document that is created by a school to request or provide instruction to procure a certain quantity of a material or a service from a particular vendor. Once a requisition is approved it is converted into a purchase order by Financial Services and becomes a commitment within SAP. A person who sells goods and/or services to RMIT. 74 Copyright RMIT University 15 February 2012

81 SAP Basic - Appendices Toolbar icons Icon Name Function Check Accept Save Back Exit Cancel Overview Display Execute Create Change Copy (Create) Display Delete Next Tab Highlight any missing fields or errors before saving. Accept an option (once it is highlighted). Save the document (sometimes called Post or Park). Move back a screen. Exit a screen (to return to the SAP Easy Access Screen). Close a screen. Display a document overview. Display detail. Generate a function, eg. Reports. Create a new document. Alter existing documents. Create new documents and as a result the history is maintained. The current data, which is presented on the screen, can be overwritten. Display data for the selected document. Delete an existing document. Move to the next record in a dialogue box. Previous tab Move to the previous record in a dialogue box. First Page Previous Page Next Page Last Page Move to the first page or screen. Move to the previous page or screen. Move to the next page or screen. Move to the last page or screen. Copyright RMIT University 15 February

82 SAP Basic - Appendices Icon Name Function New Session Help Customise Layout Tab List Search Creates a new SAP session. Access the SAP Standard Help programthis is not the Mentor online help. When Hardcopy is chosen, it allows the user to print a copy of the screen. List all the tabs in a dialogue box. Search for data required for selection. 76 Copyright RMIT University 15 February 2012

83 SAP Basic - Appendices Shortcut keys Some shortcut keys are common to all SAP screens while others vary depending on the screen. Note: Right-click to obtain a list of shortcut keys on any screen. Key F1 F2 F3 F4 F8 F12 Shift+F3 Description Help Selection options Back Possible entries (Search) Execute Cancel Exit Copyright RMIT University 15 February

84 SAP Basic - Appendices Transaction codes The following table is a list of transaction codes used in this training session. You may like to add your own favourite transactions. Transaction code Transaction name Description KOH3 KAH3 AS03 FBL5N FB03 Display Order Group: Initial Screen Display Cost element group: Initial Screen Display Asset: Initial Screen Customer Line Item Display Display Document: Initial Screen Display Internal Orders structure for an Internal Order group. Display Cost Elements structure for a Cost Element group. Display fixed asset information. Display account line items for a customer. Display document details (e.g. invoice, credit memo). Y_DEV_ RMIT: Management Report: Selection Y_DEV_ RMIT: Management Report: Selection Run Management report for an Internal Order Group or selected Internal Orders. Run Management report for an Internal Order Group or selected Internal Orders and a specified Cost Element Group or selected Cost Elements. OKENN ZFARP Standard Hierarchy for Cost Centers Display Accounts Receivable Print Program Display Cost Centre hierarchy. Print invoices or credit memos. 78 Copyright RMIT University 15 February 2012

85 SAP Basic - Appendices Import multiple report selections from an Excel spreadsheet To select more than eight values for a specific field in a report, they must be imported from an Excel spreadsheet using the Upload from clipboard button. 1 On the report selection screen click the Multiple selection button to display the Multiple Selection dialog box Figure 53. Multiple Selection dialog box. 2 Swap windows to the Microsoft Excel spreadsheet that contains the list of values 3 Select the list of numbers and copy to the clipboard 4 Swap back to the SAP Import from a Local File dialog box and click the Upload from clipboard button 5 Click the Copy button 6 The RMIT: Management Report: Selection screen displays the first value selected but the Multiple selection button changes to to indicate that it is active and to give access to view all items selected Copyright RMIT University 15 February

86 SAP Basic - Appendices Quick reference guide 80 Copyright RMIT University 15 February 2012

87 SAP Basic - Appendices Copyright RMIT University 15 February

88 SAP Basic - Appendices 82 Copyright RMIT University 15 February 2012

89 SAP Basic - Appendices SupportPoint Viewer quick reference guide Copyright RMIT University 15 February

90 SAP Basic - Appendices 84 Copyright RMIT University 15 February 2012