SAP eBasic Navigation and Fundamentals: Getting Into SAP

BRITE What is BRITE? Broward Innovative Tool for Education, will streamline Broward’s business systems It provides staff with access and real-time data in the latest version of the SAP software BRITE brings one business system to Broward Schools. BRITE is a project of the Enterprise Resource Planning Department, ERP

SAP ECC What is SAP? SAP – (Systems, Applications and Processes in Data Processing) is an integrated system that supports all business and accounting practices of SBBC. Why are we using SAP? One business system Reporting of real-time data Increased security

SAP BRITE Website For end users, SAP will now be accessed through the web. On Windows-based computers, you will access SAP in Internet Explorer. On Mac-based computers, you will access SAP in Firefox. There will be a button to access SAP on the ERP Department web page: www.broward.k12.fl.us/erp

Logging Into the BRITE Portal User Login ID Entry format = P00012345 8 digits starting with the letter p Personnel Number 12345 If personnel number is less than 8 characters, then leading zero(s) should be added to it Password (first time users only) Entry format= ja021956 mm = first 2 letters of birth month (ja) dd = 2-digit birth day (02) yyyy = 4-digit year of birth (1956) Case sensitive, so make sure the month letters are lowercase Your initial password will be based on your birthday: first 2 letters of birth month, 2 digits of birth day, 4 digit year of birth.

Initial Password Selection Click to change your password

Password Rules for BRITE Portal Logon Passwords are case sensitive (initial password is lowercase) Minimum six characters, maximum eight characters (alphabet, numbers, and/or combination) Do not use a space, question mark, or exclamation point in your password First three characters may not be identical Must change your password at least once each 45 days May not repeat a password until five unique passwords have been used As you type in your password, the asterisks remain in the field and only the cursor moves. As a security measure, the system does not display what you type.

Portal Assistance If you have trouble logging into the BRITE Portal, you will need to contact the BRITE Support Center at 754 321-8120.

BRITE Portal Screen The BRITE Portal provides you single sign on access to systems you need to do your work, including SAP Tabs in the Portal screen will be customized for each user The customization is based on the user’s role All users will have access to the Home and Employee Self Service (ESS) tabs

SAP Access via the BRITE Portal Select the SAP Access tab Then click the ECC Production link, which will open SAP in a new window.

Copyright Pop-up Window You will only see this the first time you log on to SAP. Click the green check icon to continue

SAP eBasic Navigation and Fundamentals: Getting Around in SAP

SAP User Menu The default screen is called the SAP Easy Access Screen. Switch from the User menu (only transactions specific to your role) or the SAP menu (the standard SAP menu) by selecting the appropriate buttons highlighted below When logging in, either the User menu or the SAP menu will display Selecting the User Menu icon leads to folders that are specific to your role. The folders contain transactions that lead to screens where you do your work.

Navigation Buttons Menu, System, and More… are buttons with black corners indicating a drop down menu The Menu button is an expandable tool that navigates with arrow keys to submenus System and More are expandable tool buttons that will display a list of actions

Toolbars & Navigation Area The Title Bar indicates the name of screen Navigation Area contains folders and transactions The Status Bar displays system messages Title Bar Navigation Area Status Bar

Moving from the Easy Access Screen to Transactions What is a transaction? Enables user to create, change, and display data or run reports in SAP How do I get to a transaction from the Easy Access Screen?

Getting Around There are three ways to access transactions in SAP: Fast Path User or SAP menus Favorites 1. 3. Selecting the User Menu icon leads to folders that are specific to your role. The folders contain transactions that lead to screens where you do your work. 2.

Accessing a Transaction using the Fast Path Field Don’t click this…It will close the Fast Path Field! Fast Path Field Each transaction in SAP has a transaction code which can be used instead of the menu path to navigate to the transaction A transaction code can consist of letters, numbers, or both Type the transaction code in the Fast Path field and click Enter to navigate to that transaction From the main SAP Easy Access Screen, enter the transaction code in the Fast Path field and hit Enter. You will be brought directly to the transaction.

If you Close the Fast Path Field by Mistake Select to re-open the Fast Path field Now you can enter your transaction code

Navigating to a Transaction Using the User Menu The User menu contains a list of transactions based on your role Some transactions are grouped within folders Navigate to these transactions by double-clicking the name of the transaction Double-click to access the transaction

Is there an Easier Way to Navigate? How can I easily get to where I need to be? Set up Favorites!

Favorites You can set up links to commonly used transactions in the Favorites folder. You can create sub folders within the overall Favorites folder to better organize the links to your most used transactions That way, you can just double click on the transaction you want to go to within your favorite folder instead of having to remember the transaction code and typing it into the Fast Path Field. Your Favorites folders will appear at the top of the Easy Access Screen for both your User Menu or SAP Menu.

Creating a Favorite Select the transaction from the SAP menu Click Menu > Favorites > Add

Changing the Name of a Favorite Select the transaction to rename, and then click Menu > Favorites > Change. Enter the name change, and then click the green check icon. Name has been changed in Favorites.

SAP eBasic Navigation and Fundamentals Other SAP Basics

Displaying the Technical Names for Transactions From the menu bar, select Extras > Settings: Select Display technical names Click the green check icon From the top of the Easy Access Screen Follow the drop down menu path: Extra> Settings Then click in the box in front of Display technical names Then choose Enter (The green check mark) Transaction codes will appear in all menus: SAP, User Specific, and any Favorites you set up. Click the green check to continue

Displaying the Technical Names for Transactions (Part Two) Click the green check mark to close the screen. Technical Names Not Displayed Technical Names Displayed

Sample Transaction Screen Tab Use the Tab key on your keyboard or your mouse to move from field to field (such as From and To below).

Types of Fields Mandatory fields have a check mark Fields with a matchcode icon allow the user to search for available entries Mandatory field Matchcode icon

Moving from One Transaction to Another You must type /N before the transaction code to move from one transaction to another. To move from one transaction to another, you must type /N before the transaction code in the Fast Path Field. You will move from the screen you were currently on to the new screen.

System Messages Message Type Message Description Error Messages Indicates a problem that must be corrected before continuing. Information Messages No action is required. SAP is informing you of a particular fact or condition. However, you must hit enter past the message. Warning Messages Indicates there may be a problem with the data you have entered. You may have to correct the problem before continuing. System messages will display to the bottom left of the screen Errors must be corrected before proceeding Click Enter to proceed past a warning message Budget, Procurement, Payroll, and HR will each have their own system message codes. System Messages will be trained in each of the fundamental courses. You may see system messages when you are entering data or navigating through SAP. These messages display either in the status bar or in a message box. There are three types of system messages: Error, Information, and Warning.

Creating a Session You can create additional “sessions” only by clicking on the ECC Production link on the SAP Access tab of the portal, which will open up additional SAP browser windows. Click ECC Production – XEP 500 – WebGui to create a new session and get to the SAP Easy Access screen *GUI stands for “Graphical User Interface.” This simply means you will be accessing SAP through the web.

Ending a Session Ending a session is another way of logging off SAP Save your work before you close a session From the menu bar choose System> End Session Additional logons you may have in SAP will remain open Each session must be closed separately .

Logging Off Select System > Log off You will be warned about saving your data even if you have saved it! Select “Yes” to log off Other sessions will remain open .

Field Help Position the cursor in a field and select F1 on the keyboard A pop-up box will appear that gives an explanation of the field Example of Field Help Click in the field .

Course Summary You should now be able to: Log on/off the BRITE Portal Navigate the SAP Easy Access screen Identify transactions in SAP Access transactions using: Transaction codes User menu Favorites folders Navigate transaction screens Enter data in fields using Free entry (manual typing) Matchcodes (look up) Recognize system messages Access Help for field definitions

Follow-Up & Support Options

Follow-Up User Support Options ESS Appraisal Blackboard web/erp -or- BRITE Support Center 754-321-8120 BRITE Website: web/erp -or- http://www.broward.k12.fl.us/erp/ e-Learning Context Sensitive Help Online Training Library BRITE CAB Conference BRITE LITES (By Role) User Support Options Help Desk is manned 7:30 am – 5:00 pm, Monday thru Friday