SAP Basic Skills Self-Study Guide for MIT, Notas de estudo de Análise de Sistemas de Engenharia

Baixe SAP Basic Skills Self-Study Guide for MIT e outras Notas de estudo em PDF para Análise de Sistemas de Engenharia, somente na Docsity! SAP 4.6 Basic Skills Self-Study Edition 2.00 Doc#: S-010328-BAS-TT-2.00 Copyright 2001 © Massachusetts Institute of Technology Doc#: S-010328-BAS-TT-2.00 i Table of Contents Introduction Explains the purpose of the Self-Study,prerequisites, and guidelines for use. Page iii Lesson 1: SAP Terminology Introduces frequently used SAP terminology. Page 1-1 Lesson 2: Logging In Walks you through the SAP logon process for Macintosh and Windows. Page 2-1 Lesson 3: Basic SAP Navigation Describes the basic SAP screen, explains moving between menus, matchcode searches, and other commonly used functions. Page 3-1 Lesson 4: Reporting Fundamentals Teaches how to define various search criteria necessary for report generation. Page 4-1 Lesson 5: Basic Report Printing Covers the basic printing functions available in SAP. Page 5-1 Lesson 6: (optional) Downloading SAP Reports Describes how to download an SAP report to a spreadsheet using either the SAP download button or menu path. Page 6-1 Lesson 7: User Default Settings Shows how to set SAP system defaults, i.e., printer name, date format, telephone and address. Page 7-1 Lesson 8: (optional) End User Customization Shows how to customize some SAP screens on Macintosh and Windows platforms. Page 8-1 Lesson 9: Log Off SAP Walks you through the SAP logoff process for Macintosh and Windows. Page 9-1 ii Doc#: S-010328-BAS-TT-2.00 Doc#: S-010328-BAS-TT-2.00 iii INTRODUCTION SAP stands for System Applications and Products. It is the name of both the online financial and administrative software and the company that developed it. SAP is made up of individual modules that perform various organizational system tasks. MIT has customized and implemented the SAP modules that best suit its organizational needs. This self-study is designed for MIT employees new to SAP, and it is a prerequisite for all other SAP training. PREREQUISITES Before you begin this self-study, you must have the following: ✔ Kerberos user ID. A Kerberos user ID identifies you to the MIT electronic security system. You will use your Kerberos user ID and password for multiple purposes, besides SAP. ✔ SAP user profile. An SAP user profile is established to identify the authenticity of the individual logging on to SAP and to specify the functions that the user is allowed to perform. ✔ Access to both the sap-edu “practice” environment and the SAP Production “live” environment. (The practice environment has the same functions and transactions as the Production environment but has specific data for practice exercises). ! Step # 1 is to obtain a Kerberos user ID, and step # 2 is to contact your Authorized Requester (see next page) to obtain an SAP user profile. If you do not have all of the above Prerequisites, or if you are not sure whether you have them, please contact the Primary Authorizer in your department, lab or center. To find the name of your Primary Authorizer, refer to the SAP for MIT web site at http://web.mit.edu/sapr3/ vi Doc#: S-010328-BAS-TT-2.00 As you continue to work on your own with the SAP system, you will discover that SAP offers many ways of completing standard tasks. This great flexibility allows each user to develop his or her own preferences for using navigation options and system shortcuts. GETTING HELP If you have difficulty completing this self-study at your desk: ✔ Attend an SAP Basic Skills lab course with an instructor present ✔ Contact the Business Liaison Team at business-help@mit.edu or 252-1177 ✔ Contact your school or area Business Consultant SAP Documentation, Training, and News Updates can be found on the web. Go to http://web.mit.edu/sapr3/. Your Gateway to SAP Resources at MIT. Doc#: S-010328-BAS-TT-2.00 1-1 Lesson 1: SAP TERMINOLOGY SAP terminology along with classic financial terminology is used for business at MIT. The terminology presented in this lesson is used frequently both in this self-study and in financial communications at MIT. OBJECTIVES In this lesson you will become familiar with basic SAP terminology. At the completion of this lesson you will be able to: ✔ Recognize some with system-specific language ✔ Differentiate between a Cost Center, Internal Order and WBS Element ✔ Distinguish between Master and Transactional data. !Note: SAP financial terminology is based on general accounting functions. If you do not have an accounting background, it is recommended that you attend the Accounting Fundamentals course prior to taking Basic Skills. SUMMARY OF BUSINESS RULES ✔ None 1-2 Doc#: S-010328-BAS-TT-2.00 Doc#: S-010328-BAS-TT-2.00 1-5 ✔SELF-CHECK Answer the following questions using the information on the preceding pages for reference. The correct answers may be found on the next page. Questions 1. Explain the difference between Master data and Transactional data: 2. What does GUI stand for? 3. Which of the following terms refers to a classification by expense and revenue type? a) Cost Object b) G/L account c) Material group 4. List the three types of Cost Objects: 1-6 Doc#: S-010328-BAS-TT-2.00 Answers to Self Check 1. Master data - is a collection of data (information) about a person or an object. Transactional data - is data (information) that is related to a single business event. 2. Graphical User Interface 3. c. G/L Account 4. Cost Center, WBS Element, Internal Order Doc#: S-010328-BAS-TT-2.00 1-7 !NOTES: 2-2 Doc#: S-010328-BAS-TT-2.00 Doc#: S-010328-BAS-TT-2.00 2-3 ! GETTING STARTED SAP Authorization An SAP authorization is the electronic permission for a person to perform certain SAP functions. Authorizations consist of three parts: ✔ Person (needs a Kerberos ID) ✔ Function (e.g. reporting, requisitioning, approving requisitions) ✔ Qualifier (where can the person perform this function, e.g. profit center, fund center, cost object) For example: Jason Strums (person) can create requisitions (function) for cost object 1234500 (qualifier). Authorized Requester An Authorized Requester is a person designated in each department, lab, or center (DLC) to be responsible for updating the Roles database or informing SAP User Accounts of any authorization changes needed in the Production environments for SAP users. These changes include: ✔ Requesting access for new SAP users ✔ Revising an existing user's authorizations ✔ Deactivating a user's SAP access Roles Database The Roles database is an MIT built application that allows departments to enter authorization information for multiple systems (SAP, NIMBUS, etc.) in a single place. The information entered into Roles by the Authorized Requester is fed to these other systems on a regular schedule. Authorizations that are created or changed via the Roles database are automatically updated in both the Production and Practice environments on a nightly basis. For departments with specialized authorizations that must go through SAP user accounts, an update to the Practice environment must be specially requested at the same time the Production authorization request is made. (See more on Environments in the next section.) ! Your first step is to obtain a Kerberos user ID, after which you need to obtain an SAP user account. New SAP users should be given access to SAP (SAP user profile) by the Authorized Requester in their department, lab or center. If you do not have a Kerberos user ID or an SAP user profile, please contact your Authorized Requester (Primary Authorizor). http://web.mit.edu/sapr3/ 2-4 Doc#: S-010328-BAS-TT-2.00 SAP Environment An SAP environment is a completely self-contained version of the SAP database, designated for a specific purpose. As an SAP end-user, you will be working in the Production environment to perform your departmental business transactions, and the Practice environment for training purposes. Production The Production environment is where actual financial transactions take place and contains the "data of record" for MIT. The Production environment runs on several application servers: Production-1, Production-2 and Production-3. The three production servers are identical and share data and tables. Using multiple servers keeps the system from getting overloaded. ✔ If the name of your school or non-academic department begins with A-L, choose Production 1 ✔ If the name of your school or non-academic department begins with M-Z, choose Production 2 ✔ Production-3 has been reserved for future expansion, and Production-Batch is used only for running batch jobs such as JV uploads or long reports Practice Environment: sap-edu The Practice environment has the same functions and transactions as the Production environment, but also contains specially created data to support practice exercises. ✔ Your authorizations in sap-edu match Production following a 24-hour delay, as long as your department uses the roles database. ✔ The data that is found in sap-edu is not up to date with Production. The data in sap- edu consists of a periodic “snapshot” of the Production system, and it may be several months old. ✔ The work that is done in the Practice environment (sap-edu) will not affect the Production environment. !The Practice environment (sap-edu) is the environment that we will be using for this self-study. You will log into the Production environment after completing training in order to perform "real" transactions in SAP. Doc#: S-010328-BAS-TT-2.00 2-7 ✎ PRACTICE Logging On to the SAP Practice Environment (Windows) In this exercise you will practice logging into the SAP Practice environment. If you have not already launched a Kerberos ticket you will have to first get a Kerberos ticket before you log into SAP. For example, if you checked your email, you already have a Kerberos ticket. If a Kerberos ticket already exists you can double-click on the SAPgui icon on your desktop or select it from the program menu and log into SAP. Get a Kerberos Ticket 1. Follow the Menu Path: Start>>Programs>>SAP Frontend>>Leash32 Shortcut !If you have checked your email in Eudora, you already have a Kerberos ticket. 2. The Kerberos “Leash” screen pops up. 2-8 Doc#: S-010328-BAS-TT-2.00 3. Click on the Renew Ticket(s) button . 4. Enter your username and click OK. 5. Enter your password and click OK. 6. Minimize the Leash32 window by clicking the Minimize button in the upper right corner of the window. Starting SAP 7. Follow the Menu path: Start>>Programs>>SAP Frontend>>sap-edu When you have finished practicing and are ready to perform real transactions in SAP use the SAP Launch Pad to log into one of the Production environments instead of sap-edu. Doc#: S-010328-BAS-TT-2.00 2-9 ✔SELF-CHECK Answer the following questions using the information on the preceding pages for reference. The correct answers may be found on the next page. Questions 1. Who is responsible for a Department, Lab or Center’s authorizations in SAP? 2. True or False: If you create a document in the Practice environment (sap-edu) it will automatically be created in the Production environment. 3. An active is required before a user can log in to SAP. This is a security feature. 2-12 Doc#: S-010328-BAS-TT-2.00 Doc#: S-010328-BAS-TT-2.00 3-1 Lesson 3: BASIC SAP NAVIGATION This lesson introduces you to basic SAP navigation, including the basic screens, menus, transaction codes and icons that you will use frequently. The first step to learning SAP is to become familiar with SAP navigation. Understanding the skills presented in this lesson is necessary prior to completing other lessons in this self-study course OBJECTIVES In this lesson you will become familiar with the basics of SAP navigation. At the completion of this lesson you will be able to: ✔ Recognize typical SAP screen features ✔ Understand how to use the Navigation Area ✔ Navigate between the “SAP Standard” main menu and the MIT custom ”User menu" ✔ Use the Matchcode search function ✔ Open a second session in SAP ✔ Use transaction codes SUMMARY OF BUSINESS RULES ✔ None !As you continue to work on your own with the SAP system, you will discover that it offers many ways of completing standard tasks. This great flexibility allows each user to develop his or her own preferences for using navigation options and system shortcuts. 3-2 Doc#: S-010328-BAS-TT-2.00 Doc#: S-010328-BAS-TT-2.00 3-5 (4) Title Bar The Title Bar displays the name of the screen you are working in. (5a) Navigation Toolbar The Navigation Toolbar contains the SAP Standard Menu, SAP User Menu buttons and Favorites. Figure 2 (5b) Application Toolbar The Application Toolbar is located directly below the screen title, in the place of the Navigation Toolbar. It contains buttons that duplicate functions available from the menu bar but provide quicker access to some of the most commonly used functions for the current screen and system task. For instance, the Execute button is often available in the first position of the Application Toolbar. For information on other frequently used function buttons see the SAP for MIT web documentation Getting Started: SAP Buttons <http://web.mit.edu/sapr3/docs/webdocs>. (5b) Application Toolbar (6) Screen Body 3-6 Doc#: S-010328-BAS-TT-2.00 (6) Screen Body In SAP, the Screen Body will display different elements depending on where you are in the system. On the SAP User Menu and the SAP Standard Menu screens, the screen body contains the navigation area and the non-active work area. In the SAP Inbox, both the navigation area and the work area are active. In an SAP transaction screen, the screen body contains only the work area and has entry fields in which you can enter, change, or display information to accomplish your system task. SAP has three field types: Required, Default, and Optional 1. Required Entry fields are usually flagged with a question mark. You must enter data in Required Entry fields in order to proceed with a system task. 2. Default Entry fields already have a system entry. However, you may be able to overwrite the system entry depending on the system task and / or your SAP profile. 3. Optional Entry fields are those in which you may enter data, but an entry is not required by the system in order to proceed with a system task. Some Optional Entry fields may become required depending on the values entered in other fields. !Some fields that are optional in SAP are required by MIT's business rules. SAP does not enforce MIT business rules in every case, but you will be expected to learn the MIT business rules for transactions you will enter in SAP. (7) Status Bar The Status Bar, located at the bottom of the SAP screen, displays system messages and other session information. Figure 3 System Messages The large field to the left displays system messages including document numbers, error messages or instructions, such as “Make an entry in all required fields.” It is important to check the status bar if you need to record your document numbers for further processing. Double-click on the message or click the red circle and a dialogue box pops up that explains the message and what action to take. Doc#: S-010328-BAS-TT-2.00 3-7 System Information The second field on the status bar defaults to display the system information such as system name (session number), and (client number). In the example above, the system is SF6, the session number is (1) and the client number is (030). You can open or close the second, third, and fourth fields. Click the arrow to the left of the system name. To redisplay the information, click the arrow in the right corner of the Status Bar. To change the information displayed in this area, click the Selection List button to the right of the client number and select from the list that pops up: On a Macintosh: System On a PC: System Client User Response Transaction Response Time Client User Program Transaction Response Time Round Trip/Flushes 3-10 Doc#: S-010328-BAS-TT-2.00 Doc#: S-010328-BAS-TT-2.00 3-11 ✎ PRACTICE Use the Navigation Area The area of the screen where the menu folders and Favorites folder are located is called the Navigation Area. You can open and close the folders there by clicking on the arrows to the left of each folder. Navigation Access the SAP User menu screen, if you are not already there. 1. To open the Role ZMIT folder, click on the dropdown arrow to the left of the Role ZMIT folder . The dropdown arrow will reorient and the Role ZMIT subfolders will be displayed. 2. Click on the dropdown arrow to the left of the Purchasing folder . 3. Click on the dropdown arrow to the left of the Requisitioning folder. A list of transactions will be displayed. 4. Double-click on the Transaction cube next to Display a Requisition to open the transaction. The initial screen will be displayed. 5. For this exercise, just navigate back to the User menu using the yellow Exit arrow on the standard toolbar. 6. Click on the dropdown arrow next to the Requisitions folder to collapse it. 3-12 Doc#: S-010328-BAS-TT-2.00 Doc#: S-010328-BAS-TT-2.00 3-15 ! GETTING STARTED Use Matchcode Search In many cases, SAP requires the entry of a numerical code to indicate a chosen value, like a vendor number to indicate the particular vendor from whom you wish to purchase. Because SAP users cannot remember all of these thousands of numerical values, SAP offers a variety of search functions to assist users in finding the values they need. For most data fields, SAP provides a Matchcode, or search, feature. The Matchcode function allows you to select from a list of possible entries for a field if the list is short enough, or if the available list is too numerous to display, to search for information in a variety of ways. If a field has a Matchcode option, you will see an ( on a Mac) at the right side of the field when you click on it. Depending on how many entry options exist for that field, the system displays one of the following: ✔ A simple list of possible entries, e.g., a list of Material groups (Figure 1) ✔ A graphical selection tool, e.g., a calendar to select a date ✔ A “Search help selection” window (Figure 2) Figure 6 3-16 Doc#: S-010328-BAS-TT-2.00 Figure 7 Wildcard Search The Wildcard search format is used in Matchcode search fields. The wildcards or (*)’s are placed on either side of the search term in order to search for partial data in SAP. For example, if you remember that there is a G/L Account for meetings but you are not sure of the full name, you can use (*meet*) to search for that G/L Account. SAP will give you a list of all G/L Accounts with the word meet in them. Doc#: S-010328-BAS-TT-2.00 3-17 ✎ PRACTICE Use Matchcode Search The following exercise demonstrates the use of the ”Search help selection” window. Navigation Access the SAP User menu screen, if you are not already there. 1. From the SAP User Menu screen, follow the navigation path: User Menu " Role ZMIT " Master Data " Purchasing Data " Display a Vendor (double-click) The Display Vendor: Initial Screen is displayed. 2. Click on the Matchcode button ( on a Mac) to the right of the Vendor field The Restrict Value Range dialog box appears. Restrict Value Range Searches Restricting value ranges allows you to define your search better by limiting your search. 3. Click on the Tab List button in the upper right corner of the dialog box: Select E: Vendors: Purchasing 3-20 Doc#: S-010328-BAS-TT-2.00 7. Select the Greater than or Equal to button 8. Click the Enter button 9. Click on the Name field and type: ZZ 10. Click the Enter button and SAP returns a list of all vendors with names beginning with ZZ. 11. Click the Exit button to return to Display Vendor: Initial Screen. Multiple Selection Options In this scenario, you remember that the vendor number you are looking for begins with four 1s. 12. Click on the Matchcode button next to the Vendor field. 13. At the A: Vendors (General) screen, click in the Vendor field. 14. Click on the Multiple Selection button to set the value ranges. 15. Click on the Ranges tab with the green button. !Using the Ranges tab with the green button includes the range of values selected. The Ranges tab with the red button is used to exclude values in a range. This is explained in greater detail in lesson 4. 16. Enter 111100 to 111199 in the two boxes on the top line. Doc#: S-010328-BAS-TT-2.00 3-21 17. Click on the Copy button We cannot display this here in black & white, but when you return to the Restrict Value Range dialog box, you will know you have an active “multiple selection” because the bar on the button turns green. 18. Click the Enter button . The Hit List dialog box appears. !The vendor listing includes all those with Vendor Numbers that begin with four 1s. Sort the list 19. Double-click on any vendor to select it. You will return to the previous screen with the new vendor number entered in the field. 20. Click the Yellow Arrow button to return to the SAP User menu. 3-22 Doc#: S-010328-BAS-TT-2.00 Doc#: S-010328-BAS-TT-2.00 3-25 ✎ PRACTICE Open and Close a Second Session In this exercise you will create a second session within SAP. Open a second session. A second session may be opened from any screen in SAP. 1. From the menu bar at the top of the screen, follow the menu path: System>>Create session Result: A second session opens (it may take a moment). The additional session will open to the SAP custom User Menu. Example of two open sessions on a PC. !In the Windows environment you can switch between sessions by clicking on the appropriate box on the Windows Task Bar at the bottom of the screen. Close a second session. A second session may also be closed from any screen in SAP. 2. Follow the menu path: System>>End Session Result: The additional session will close. 3-26 Doc#: S-010328-BAS-TT-2.00 Doc#: S-010328-BAS-TT-2.00 3-27 ! GETTING STARTED Navigate Using Transaction Codes SAP provides a unique multi-character identifier for each system task. This shorthand name is called a transaction code. A transaction code may contain letters only, or a combination of letters and numbers, for example, zstm (Summary Statement) or me53 (Display Requisition). Used in conjunction with a prefix such as /n or /o, a transaction code becomes a navigation alternative to using a menu path to get to a system task. SAP only recognizes transaction codes when used with prefixes. Prefixes determine the way in which SAP will access the indicated transaction. The two prefixes you will use most frequently are: /n ends the current transaction and switches to the new one without saving any data in the current transaction /o opens a new SAP session and accesses the new transaction without ending the current one (which will remain open in the background session) To navigate with transaction codes, combine a prefix with a transaction code and type the resulting command (e.g. /nme53) in the Command field on the Standard Toolbar. In the graphic below, the prefix /n indicates that the user wants to end the old transaction and start a new one. The transaction code me53 tells the system which transaction screen (Display Requisition) to view instead. Figure 9 Command field with transaction code 3-30 Doc#: S-010328-BAS-TT-2.00 Doc#: S-010328-BAS-TT-2.00 3-31 ✔SELF-CHECK Using what you have learned in this lesson, perform the following tasks: Questions 1. Locate the G/L account number for “Office Supplies” 2. Locate a book vendor with the word tatter in their name. 3. Identify the indicated parts of the screen: a. c. d. b. 3-32 Doc#: S-010328-BAS-TT-2.00 Answers to Self Check 1. 420258 2. Tattered Cover Bookstore 3. a. Standard Toolbar b. Application Toolbar c. Screen Body d. Status Bar Doc#: S-010328-BAS-TT-2.00 4-1 Lesson 4: REPORTING FUNDAMENTALS The first step in finding data or generating reports in SAP is defining search criteria to limit the scope of the search. Search criteria are the values you have typed in or selected in the fields on the SAP screen to perform a certain task. The amount of data stored in SAP is huge. Limiting the search assures that you will get relevant information in a reasonable time frame and without putting excessive demand on system resources. OBJECTIVES In this lesson you will become familiar with basic functions used in SAP reporting. At the completion of this lesson you will be able to: ✔ Recognize the components of SAP basic search criteria screens ✔ Use two single-value search criteria types. For example: date search and text search ✔ Use Multiple Selection search criteria to create a report based on data from several cost objects and multiple date ranges ✔ Use the Drill Down option to obtain more detailed information SUMMARY OF BUSINESS RULES Users can generate reports in SAP based on their SAP user profile and SAP authorizations. Some data (e.g. Procurement data, some Master data) is “open” at MIT, which means that it can be viewed by every user with access to the system. Other data is protected from view by authorizations (e.g. Salary data), meaning that only users who are allowed to see that specific data will be able to access it. 4-2 Doc#: S-010328-BAS-TT-2.00 Doc#: S-010328-BAS-TT-2.00 4-3 ! GETTING STARTED Basic Search Selection Criteria The purpose of this section is to familiarize you with the basic elements of a typical search selection screen and to cover Basic Search selection criteria. Figure 1 on the next page is an example of a typical search selection screen that we will use in the practice exercises in this lesson. In many instances you can specify the beginning and end of a range of values. In others you are limited to a single value. Some fields are not used in MIT’s implementation of SAP and therefore are not useful for searching (e.g., “sales document” and “network” in Figure 1). Be sure to scroll down to the bottom of the selection screen to see all of the available fields; some selection displays are longer than one screen. Figure 1 on the next page shows an example of a search selection screen, in this case the “Purchase Documents per Account Assignment” screen. In the following exercise you will learn to access this basic search screen. This search will result in a list of Purchase Orders that fit your selection criteria. A Purchase Order is a document generated by Procurement from a requisition that has been submitted and approved. A purchase order is an official order sent from MIT to a vendor requesting goods and services. In the following exercise you will learn to access this screen. !To learn more about Purchase Orders and Requisitions please see the SAP for MIT web site or register for the SAP Requisition class <http://web.mit.edu/sapr3/>. Drill Down The process of double-clicking on an item to move to a level of greater detail is called Drilling Down in SAP. In SAP, you can drill down to a detail document supporting a line item in a report. For example you can drill down on a document listed on the Purchasing Document for Cost Center report to view the detailed Purchase Order. !To learn more about SAP reports, please see the SAP for MIT web site <http://web.mit.edu/sapr3> or register for the SAP Reporting class. 4-6 Doc#: S-010328-BAS-TT-2.00 View List Purchase Orders found within Date Range 5. Click on the Execute button and review the resulting report. Scroll down, if necessary, to see the full report. (A sample screen is shown below.) 6. Click on the Back button to return to the selection criteria screen. !The criteria you entered are gone. You will have to enter new data to do another search. In some search selection screens, search criteria are not “erased” when you back out of the report. Doc#: S-010328-BAS-TT-2.00 4-7 ✎ PRACTICE Search Using Short Text & Vendor Fields In this example you will search for Purchase Orders that were created for the vendor Office Depot and also include tape. You will generate an SAP Report using basic search selections that include vendor and short text fields. Navigation If you are not at the Purchasing Documents selection screen follow the Navigation path below. Otherwise, go to Step 2. 1. From the SAP User Menu screen, follow the navigation path: User Menu " Role ZMIT " Purchasing " PO Displays " PO Search Displays " ME2K - PO by Cost Object (double-click) 2. In the Cost center field, enter 1633500. 3. Scroll down the to the bottom of the search selection criteria screen until you see the field labels Short text and Vendor name. Use wild card search option (the wild card search uses * * on either side of the search term) 4. Using the “wild card” technique, type *tape* in the Short text field (this refers to the short text field in the purchase order itself). !Requisitions and Purchase Orders are covered in detail in the SAP Requisitioning class. 4-8 Doc#: S-010328-BAS-TT-2.00 5. Using the “wild card” technique, type *Office Depot* in the Vendor name field. !When using wildcards remember that entering *office* might get you additional listings for PO’s to other vendors with the word “office” in their name. On the other hand it is possible to miss some data if too specific a text string is entered, e.g., *envelopes* misses all the line items that have a description of “envelope”. Wildcards should be used carefully and the resulting data should be examined for completeness. View resulting list of PO’s, on which the vendor is Office Depot and tape was ordered. 6. Click on the Execute button and review the resulting PO’s. To view all documents, scroll down to see the full report. !The display is in ascending order by SAP Purchase Order number. Purchase Order number Doc#: S-010328-BAS-TT-2.00 4-11 ! GETTING STARTED Multiple Selection Search Criteria The purpose of this section is to familiarize you with the basic elements of Multiple Selection searches. You may need to generate reports using a more complex set of search criteria. For example, you might need to look at a series of nonconsecutive cost objects within several date ranges. To do this, SAP provides you with Multiple Selection search options on most search criteria selection screens. The availability of such an option is indicated by the presence of the Multiple Selection button in the right-hand margin of the screen. The Multiple Selection button appears to the right of the search field(s) for which it may be used, following along from left to right across the screen. If the Multiple Selection button is not there, it means that multiple selections are not available for the field(s) on that line. If the Multiple Selection arrow is green, it indicates that complex search options have already been selected. Figure 2 Multiple Selection button – multiple selection available. Multiple Selection not available 4-12 Doc#: S-010328-BAS-TT-2.00 Figure 3 Shows the Multiple Selection screen, which is standard across all SAP screens. You can access the Multiple Selection screen by clicking on the Multiple Selection button from any Basic Search screen. The Multiple Selection button allows you to use these types of selection criteria for reporting: ✔ Include or exclude individual nonconsecutive values ✔ Include or exclude multiple ranges values Most of the time, the Multiple Selection button can be accessed either before or after entering your values in the fields on the basic search selection screen. Occasionally you will be forced to enter a value before clicking on the Multiple Selection button. ✔ Green buttons indicate to include values ✔ Red buttons indicate to exclude values Figure 3 Use the green Single Vals tab to include single non- consecutive values. Use the red Single Vals tab to exclude single non-consecutive values. Use the green Ranges tab to include ranges of values. Saves your search criteria. Use the red Ranges tab (not shown) to exclude ranges of values. Doc#: S-010328-BAS-TT-2.00 4-13 ✎ PRACTICE Search Using Multiple Document Date Ranges In this exercise you will search for all the Purchase Orders created on two specific dates, as well as within several date ranges during 2000. You will generate an SAP report using Multiple Selection criteria. Navigation 1. From the SAP User menu screen, follow the navigation path: User Menu " Role ZMIT " Purchasing " PO Displays " PO Search Displays " ME2K - PO by Cost Object (double-click) 2. In the Cost center field, enter 1633500. 3. Scroll down until you can see the field name Document date (the date the document was created). Use Multiple Selection search option 4. Click the Multiple Selection button to the right of the Document date field. The multiple selection dialog box appears. !When performing some searches in SAP you may be required to enter an initial value in the main selection screen before you will be permitted to open the multiple selection criteria dialog box. 4-16 Doc#: S-010328-BAS-TT-2.00 Doc#: S-010328-BAS-TT-2.00 4-17 ✔SELF-CHECK Using what you have learned in this lesson, perform the following tasks: Questions 1. Run a report for all of the Brinks Incorporated Purchase Orders that were created for between 1/1/00 and 1/31/00. Your Cost center is 1633500. 2. How would you Drill Down on a Purchase Order in order to see the detailed line items? 3. Using the Multiple Selection criteria, run a report for all Purchase Orders created between April 7th and May 5th 2000, as well as June 4th and July 5th 2000. Use the Cost center 1633500. 4-18 Doc#: S-010328-BAS-TT-2.00 Answers to Self Check 1. Use transaction ME2K. Enter 1633500 in the Cost center field. Enter 1/1/00 and 1/31/00 in the Document date fields. Using the Matchcode on the Vendor field, search for vendor Name *Brinks* 2. Double-click on the Purchase Order number within the report. 3. Use transaction ME2K. Enter 1633500 in the Cost center field. Access multiple selections on the Document date field. On the Multiple Selections screen, enter the following: Single values: 6/4/00 and 7/5/00 Ranges: 4/7/00 to 5/5/00 Doc#: S-010328-BAS-TT-2.00 5-1 Lesson 5: BASIC REPORT PRINTING SAP reports can be printed via any SAP printer connected to MITnet. You should leave these printers on at all times. They have a powersave feature that saves energy when they are not being used, so there is no need to turn them off to conserve electricity. OBJECTIVES In this lesson you will become familiar with basic SAP report printing options. At the completion of this lesson you will: ✔ Understand the printing environment ✔ Understand the basic procedure for printing reports ✔ Understand how and where to get help with printing problems SUMMARY OF BUSINESS RULES SAP users who are authorized to generate reports are also authorized to print reports. This function tells SAP to send a copy of a report to the printer. The Print button can be found on the Toolbar of many SAP screens. 5-2 Doc#: S-010328-BAS-TT-2.00 Doc#: S-010328-BAS-TT-2.00 5-3 ! GETTING STARTED Printing Checklist (Before you begin printing) ✔ Make sure you know approximately how many pages of output will be printed by paging through the report on-screen first, or by using the Print Preview button. ✔ If you do print more than you need, see the “Troubleshooting” section. ✔ Make sure you know to where you are printing. The default printer (the printer to which your SAP printouts will be sent) is typically the one close to your office. Your user profile should have a default printer. If it does not, you will be prompted to enter the printer name each time you print the report. See Lesson 7 for instructions on setting your default printer. Troubleshooting SAP contains a huge amount of data, and it is possible to generate a report that is tens and even hundreds of pages long by running a report with overly broad selection criteria. If you unintentionally send a large print job to the printer, here is what you can do: ✔ Pull out the printer paper tray to stop printing ✔ Collect the information needed to seek help (see the section below) ✔ Contact the Business Liaison Team at business-help@mit.edu or 252-1177 If your requested SAP print job is not printing, here is what to do: ✔ Contact the Business Liaison Team at business-help@mit.edu or 252-1177 Getting Help Before you seek Help, you should collect some basic information for the Business Liaison Team: ✔ The SAP environment that you are accessing: Production-1 or Production-2. ✔ The SAP spool request number, if you have one, from the bottom of your SAP screen. ✔ The four-character name of your SAP printer. Follow the menu path System>>User Profile>>Own data (transaction code: /nsu3) and click on the Default tab, this will provide you with the name of your Default Printer. Many SAP printers are labeled with the printer name, so check your printer for the label. 5-6 Doc#: S-010328-BAS-TT-2.00 Review/Print Requisitions List Report Print List 5. Click the Print button on the Standard toolbar to print the List Requisitions report. 6. Click the Continue button to start the print job. Continue Button Doc#: S-010328-BAS-TT-2.00 5-7 ! The “Print Screen List” screen contains the name of your SAP default printer. The screen also contains some customizing options. Please be sure to scroll all the way down. Confirm that all the Spool options boxes have been checked, and if you want a cover sheet, select “D” in the SAP cover sheet field. Cover sheets are useful in identifying your print job at the printer. Clicking “Continue” causes the print job to begin. In a few moments, you should be able to collect a printout of the Requisition list at the printer. At the end of the print job you will return to the “Review/Print Requisition” screen. Print Individual Requisitions From the “Review/Print Requisition” screen: 7. Check the boxes to the left of one or two Individual Requisitions that you want to print. 8. Click the Print Req button on the Application tool bar, in order to print the Individual Requisitions. Selected Individual Requisitions Print Req button 5-8 Doc#: S-010328-BAS-TT-2.00 The “Print:” popup box will appear. Enter other printing selection options !Confirm that all the Output options boxes have been checked, as well as the Cover page options. Cover sheets are useful in identifying your print job from others if you have a printing problem. 9. Click on the Print button at the bottom of the screen. Clicking the “Print” button causes the print job to begin. A dialog box opens informing you of the number of Requisitions printed and what printer they were sent to. 10. Click the Continue button. In a few moments, you should be able to collect printouts of your selected requisitions at the printer. At the end of the print job you will return to the “Review/Print Requisition” screen. You can now compare and contrast the two different print functions. The differences between these two print functions can be best viewed through the results of the print job. 11. Click the Exit button twice to return to the SAP User menu. Print button Doc#: S-010328-BAS-TT-2.00 6-1 Lesson 6: (optional) DOWNLOADING SAP REPORTS Data from SAP reports can be downloaded, or transferred from SAP, into a local file on your desktop or server. That file can then be opened in a spreadsheet application such as Microsoft Excel, or imported into other applications. Downloaded data is typically unformatted – i.e. report titles and column headings are not downloaded, only data. Data from externally maintained files (e.g. Microsoft Excel) can also be uploaded into SAP for the purpose of transferring large volumes of information. This is a convenient alternative to manually entering the data. To learn more about the Upload process please refer to the on-line documentation. http://web.mit.edu/sapr3/ Some users will never download or upload data, but others may use these functions, for example to combine SAP report data with data that is not in SAP for the purpose of creating customized reports in other applications. OBJECTIVES In this lesson you will become familiar with the SAP Download function, which permits you to download a report to a local file and then open it in your spreadsheet of choice. At the completion of this lesson you will be able to: ✔ Use the Download button to download an SAP report ✔ Use an SAP menu path to download an SAP report SUMMARY OF BUSINESS RULES Users can generate reports in SAP based on their SAP user Profile and SAP authorizations. You must have proper authorization to generate reports on particular cost objects, cost element groups, as well as SAP transactions. 6-2 Doc#: S-010328-BAS-TT-2.00 Doc#: S-010328-BAS-TT-2.00 6-3 ✎ PRACTICE Download the Purchasing Overview by Cost Collector Report In this exercise you will download the Purchasing Overview by Cost Collector (this term is used interchangeably with the term Cost Object) report into a Microsoft Excel spreadsheet by using the Download button. Navigation Access the SAP User menu screen, if you are not already there. 1. From the SAP User menu screen, follow the navigation path: User Menu ! Role ZMIT ! Reports ! Purchasing Reports ! ZBP3 - By Cost Object (double-click) "You can enter the transaction: /nzbp3 in the Command field and press the Enter/Return key. Enter selection criteria 2. In the Invoice Posting Date fields, type 7/01/00 in the left and 8/01/00 in the right. 3. Enter a Cost Object (Cost center, Internal order, WBS element). In this exercise you will use Cost center 1633500.