1. Pen Inc Introduction to Your Company
Version 1.0
January 2007
Pen Inc Introduction to Your Company
January 2007 (v1.0)
The Rushmore Group, LLC
The Rushmore Group, LLC

2. Pen Incorporated Start-up company in the promotional pen business
Version 1.0
January 2007
Pen Incorporated
Start-up company in the promotional pen business
Initially buys and re-sells different lines of promotion pens
Sells to both wholesale and retail – procure and distribute
Later acquires a production facility to manufacture its own product – produce and distribute
We will setup and execute the 3 major processes an organization
We created a pen because it was very easy to setup and understand. The IDES has a motorcycle, but that is more complex than we need to teach the system.
January 2007 (v1.0)
The Rushmore Group, LLC
The Rushmore Group, LLC

3. BPI – Core Business Processes
Version 1.0
January 2007
BPI – Core Business Processes
Pen Inc. – Stage 1 (A Trading Goods Company)
Buy – Procurement (MM)
Sell – Sales and Distribution (SD)
Track – Financial Accounting (FI)
Pen Inc. – Stage 2 (Buys a Production Facility)
Make – Production (PP)
Track – Controlling (CO)
Track – Human Capital Management (HCM)
Track – Quality Management (QM)
Stands for Systems , applications and products in data processing
SAP AG located in Germany
SAP America is wholly owned sub of AG
R/2 is the initial version
R/3 newer
January 2007 (v1.0)
The Rushmore Group, LLC
The Rushmore Group, LLC

4. Red=creation of financial documents
Version 1.0
January 2007
Process Integration
Purchase
Requisition
Procurement
Process
Purchase
Order
Run MRP
Sales Order
Process
Goods
Receipt
Sales Order
Entry
Check
Availability
Invoice
Receipt
Pick
Materials
Receipt of
Payment
Payment
to Vendor
Post Goods
Issue
Invoice
Customer
Red=creation of financial documents
January 2007 (v1.0)
The Rushmore Group, LLC
The Rushmore Group, LLC

5. Red=creation of financial documents
Version 1.0
Process Integration
January 2007
Purchase
Order
Procurement
Process
Purchase
Requisition
Convert Production
Proposal
Goods
Receipt
Production
Process
Schedule
and Release
Run MPS
w/MRP
Invoice
Receipt
Goods
Issue
Sales Order
Process
Check
Availability
Payment
to Vendor
Sales Order
Entry
Completion
Confirmation
Quality
Inspection
Pick
Materials
Goods
Receipt
Order Settlement
Receipt of
Payment
Post Goods
Issue
Red=creation of financial documents
Invoice
Customer
January 2007 (v1.0)
The Rushmore Group, LLC
The Rushmore Group, LLC

6. Pen Inc Organizational Structure
Version 1.0
January 2007
Pen Inc Organizational Structure
Credit Control
Area
Client
Fiscal Year
Variant
Chart of
Accounts
Company
Code
Controlling Area
Purchasing
Organization
Sales
Organization
Distribution
Channel
Division
Plant
Purchasing
Group
SL10
SL20
Shipping
Point
Sales Area
January 2007 (v1.0)
The Rushmore Group, LLC
The Rushmore Group, LLC

7. The Basics of SAP - Navigation - January 2007 (v1.0)
Version 1.0
January 2007
The Basics of SAP
- Navigation -
Draw picture of stool
Seat – Transactions
Supported by
Leg 1 – Organizations data
Leg 2 – Master data
Vendor, customer, material
Leg 3 – Rules
Govern how a transaction is used in the system
SAP is an erector set
You can create anything you want with it, the problem is converting it to something else
is not easy. You can’t readily dismantle it too easily.
Did you define what you wanted it to do before you started.
One is the biggest problem is people do not define what you want before they start.
January 2007 (v1.0)
The Rushmore Group, LLC
The Rushmore Group, LLC

8. Overview Logging on SAP screens Basics of data entry
Version 1.0
Overview
January 2007
Logging on
SAP screens
Basics of data entry
Working with multiple sessions
Reporting
On-line help and system messages
Setting user defaults
Logging off
During this unit we will go through everything you need to know to navigate successfully throughout the SAP R/3 system. These systems are pervasive throughout R/3, so anywhere you are working it will be the same. Often called the UI (User Interface).
January 2007 (v1.0)
The Rushmore Group, LLC
The Rushmore Group, LLC

9. Navigation January 2007 (v1.0) The Rushmore Group, LLC Version 1.0

10. SAP: Logging-On January 2007 (v1.0) The Rushmore Group, LLC
Version 1.0
January 2007
SAP: Logging-On
January 2007 (v1.0)
The Rushmore Group, LLC
The Rushmore Group, LLC

11. SAP: Logging-On Information needed: Client User Name Password Language
Version 1.0
January 2007
SAP: Logging-On
Information needed:
Client
Complete set of tables
User Name
Unique User ID
Password
3 to 8 characters
Letters or numbers
Language
EN = English
DE = German
ES = Spanish
January 2007 (v1.0)
The Rushmore Group, LLC
The Rushmore Group, LLC

12. Logging On - The Client This is a numeric field
Version 1.0
January 2007
Logging On - The Client
This is a numeric field
Defines a whole business entity
Client is a whole set of rules
You may have many different clients within the SAP system with different functions. For instance, a production class may have a much different setup and execution than a service class next door.
January 2007 (v1.0)
The Rushmore Group, LLC
The Rushmore Group, LLC

13. Logging On - User Enter the name of the SAP user
Version 1.0
Logging On - User
January 2007
Enter the name of the SAP user
Users are Client-Specific
User identification on one client will only allow access to that client on that server
The user ID defines the rights the person logging on is assigned
Users are client dependent. A user has to be setup individually per client with its own password.
January 2007 (v1.0)
The Rushmore Group, LLC
The Rushmore Group, LLC

14. Logging On - Password Rules Easy to remember Can contain Letters
Version 1.0
Logging On - Password
January 2007
Rules
Can contain Letters
Can contain Numbers
No 3 characters can be alike
Can not begin with ? or !
Must be characters
Can not use previous 5 passwords
Easy to remember
Having a password is important. Every movement or transaction within SAP is tracked via the audit trail. So, if someone steals your password they can do much damage to the system and it will be tracked back to your name.
January 2007 (v1.0)
The Rushmore Group, LLC
The Rushmore Group, LLC

15. Version 1.0
Logging On - Language
January 2007
SAP supports multi-national character set and languages on the same system
Default languages are English and German; can load multiple others.
Current system:
EN = English
DE = German
ES = Spanish
Currently support 26 languages including double-bit Kanji languages (oriental)
January 2007 (v1.0)
The Rushmore Group, LLC
The Rushmore Group, LLC

16. Logging On - Data Record
Version 1.0
Logging On - Data Record
January 2007
Valid
Client
User
Password
From To
400
STEVE
********
1/1/2000
12/21/2000
BOB
GERRY
421
1/1/2006
12/31/2008
Table
The user/password has validity dates per client. For instance, if a temporary employee is doing some data entry work for a couple of weeks, the administrator can, not only limit the access, but limit the time the employee will have access, so they cannot access the system once they leave.
January 2007 (v1.0)
The Rushmore Group, LLC
The Rushmore Group, LLC

17. SAP: Easy Access Menu January 2007 (v1.0) The Rushmore Group, LLC
Version 1.0
January 2007
SAP: Easy Access Menu
January 2007 (v1.0)
The Rushmore Group, LLC
The Rushmore Group, LLC

18. SAP: Easy Access SAP menus can be Role Based Sales View
Version 1.0
January 2007
SAP: Easy Access
SAP menus can be Role Based
determined by the User Group and Profile your User ID is a assigned
Sales View
Purchasing View
January 2007 (v1.0)
The Rushmore Group, LLC
The Rushmore Group, LLC

19. SAP: System Menus & Submenus
Version 1.0
January 2007
SAP: System Menus & Submenus
January 2007 (v1.0)
The Rushmore Group, LLC
The Rushmore Group, LLC

20. SAP: Menus Favorites Transactions Folder and Sub-Folder
Version 1.0
January 2007
SAP: Menus
Favorites
Folder and Sub-Folder
Transactions
January 2007 (v1.0)
The Rushmore Group, LLC
The Rushmore Group, LLC

21. SAP – Standard Tool Bar Enter Save Back Exit Print Scroll icons
Version 1.0
SAP – Standard Tool Bar
January 2007
Enter
Save
Back
Exit
Print
Scroll icons
Help icon
Options
Command Field
Cancel
Find/Expand icons
Create a new session
Create a desktop shortcut
White open area is command field – transaction codes
Green check mark is enter (same function as enter on your key board)
Disk – Save
Back – one screen
Yellow – One level
Cancel – back up one screen at a time
Binoculars – Expand and find
Pages
Asterisk – Create a new sessions
Toggle between sessions
Short cut – Desktop (can do it from menu)
Question mark : Help
January 2007 (v1.0)
The Rushmore Group, LLC
The Rushmore Group, LLC

22. SAP: Screen Elements January 2007 (v1.0) The Rushmore Group, LLC
Version 1.0
January 2007
SAP: Screen Elements
Menu Bar
Standard Tool Bar
Title Bar
Command Field
Application Bar
Search
Tabs
Input Fields
Drop Down
Input Fields can be optional, required (check mark in the field), restricted: the field that is key is the field you are currently in
Status Bar
January 2007 (v1.0)
The Rushmore Group, LLC
The Rushmore Group, LLC

23. SAP: Application Bar Screen or view dependant
Version 1.0
SAP: Application Bar
January 2007
Screen or view dependant
(e.g. materials master will differ from sales order entry will differ from the main menu)
Transaction dependant
January 2007 (v1.0)
The Rushmore Group, LLC
The Rushmore Group, LLC

24. SAP: Help F4 F1 Possible Entries January 2007 (v1.0)
Version 1.0
January 2007
SAP: Help
Possible Entries F4 F1
F1 = Description of the fields functionality
F4 = Possible Entries
January 2007 (v1.0)
The Rushmore Group, LLC
The Rushmore Group, LLC

25. SAP: On-line Help January 2007 (v1.0) The Rushmore Group, LLC
Version 1.0
SAP: On-line Help
January 2007
Application help
Specific to the application you are working on
SAP Library (all)
All the help with finds.
Release notes (updates and upgrade information)
There are many version and updates that are continually going out. This let’s you know what one you are working on.
January 2007 (v1.0)
The Rushmore Group, LLC
The Rushmore Group, LLC

26. System Messages E = Error W = Warning I = Information
Version 1.0
System Messages
January 2007
E = Error
An invalid entry has been made
The cursor moves to the field where the error has occurred
W = Warning
A possible error has been made
The user can continue without changing
I = Information
Feedback from the system
Different ways to set up
Pop up: so it pops up in its own screen when you get the message
On bottom menu
Red Error:: Kiss of death – you cannot do anything
Generally the cursor moves to where the infraction occurs
Yellow – Warning: most of the time it will let you continue – Something is not quite perfect, but good enough to let the transaction occur.
Green – All documents that you create will give you information messages.
January 2007 (v1.0)
The Rushmore Group, LLC
The Rushmore Group, LLC

27. Logging Off Exit button Control box System > logoff
Version 1.0
Logging Off
January 2007
System > logoff
Exit button
Control box
System log off
Exit button
Corner x-box
Normal Windows close
Time out options: If you are not active within x-period of time then the system will automatically log you out.
All transactions are tracked via the audit trail. Any thing you do has your name written all over it. So, if you try to mess up the system we will know who did it. Remember, if you do not log out someone else can mess up the system and the blame will be place on you.
For security purposes it is important to log off SAP whenever you leave your PC. Your user name is linked with all transactions you perform providing an audit trail.
January 2007 (v1.0)
The Rushmore Group, LLC
The Rushmore Group, LLC