Basic Navigation

• Open and Close SAP
• Open SAP for the first time
• SAP Basis Screen Description
• Transaction
• Stop transaction

Advanced Navigation

• User profile and settings

Reports, variants, printing

How to get help

• Logon problems
• Authorization problems

• Help inside SAP

Open and close SAP

Connection and options

Connection

• On the desktop, use the SAP Logon pad
• Then choose the server you wish to open (most cases: PF1)
• Launch logon screen

Other alternative

• Use the menu Start/ Programs/SAP FrontEnd/SAP Logon
• Choose the server you wish to open 

Open and close SAP: Logon screen

Logon

• Client : 020 for ERP
• User: enter your User-ID (same as LAN)
• Password: enter your password (it is case-sensitive)
• Then click on Enter or on the icon 

Open and close SAP: Log off

Several possibilities:

• Go to the menu “System/ Log off” or
• Double-click on at the left side of the screen or click on the cross at the right side of the screen

• A Warning prompt is displayed as to unsaved data, click on “Yes” to log off

Open and close SAP : Password

• SAP passwords must consist of eight characters.
• Consist of letters and numbers only. No symbols allowed.
• Cannot start with "SAP" or be the same as your user name.
• Cannot repeat any of your last five passwords.
  
  

Contact Helpdesk to reset/reconfigure your SAP password. A temporary password will be issued.
When you log on to SAP, you will be asked to enter a new password, so have one ready.

After 60 days, system will auto prompt you to change to a new SAP password.
Then the prompt window will be displayed to change password (as described in the next slide)

Open and close SAP : Change password

1. Open SAP and enter your ID and Password. Do NOT click the Enter button or the Enter key on your keyboard.
2. Click the New Password button at the top of the screen.

3. In the New Password popup screen enter your password twice, once in each field. The entries must be identical. Click then on Enter

Open SAP for the first time :

Maximize screen and Transaction codes

Take advantage of your entire screen when working in SAP. If SAP does not fill your monitor, follow these steps to maximize the screen:

As with all programs that operate in Microsoft Windows®, there are three buttons in the upper right corner of the window               

To maximize the SAP screen, click on the middle button.

Transactions are the means by which you enter data, perform functions, or view data in SAP.

Transaction Codes are the 4- or 5-character combination of letters and numbers used to uniquely identify each transaction (code of action).

When you first access SAP, the transaction codes may not display in the menu.

To display transaction codes in the menu, follow the steps here under:

SAP Basis screen description

Different parts:

A- Title / Menu / Tool bar

B- Utilities

C- Functional Menu screen

D- Status bar

A: Title / Menu / Tool bar

1. Solvay User Menu, menu composed of transactions needed to perform the roles assigned to user
2. SAP Standard menu
3. SAP Business Workplace, transaction equivalement to MS Outlook
4. Add to favorites
5. Delete from favorites
6. Modify favorites name

2 Command field

• To cancel the current transaction and open a new transaction in the existing screen, use the string  ‘/n ’ before the transaction code
• To open a transaction in a new screen, use the string ‘/o ’ before the transaction code
• By clicking on the arrow pointing to the bottom, the system gives the list of the last used transaction codes

• A session is an open SAP window. You can open several sessions and work on a system task in each session
• By opening multiple sessions in SAP, you can work in Session 1, while referencing relevant information in Session 2.

Manage multiple logons

• Solvay’s license agreement with SAP does not permit multiple log-ons to the same client by the same user ID. This means that you can only log on to an SAP client on one computer at a time.
• If you attempt a second log-on, you will see the License Information for Multiple Logon popup. This might happen if you are working remotely and lose your connection or if your computer has frozen.

To continue:

1.Select one of the two options:

- “Continue with this logon...” Logs on to this computer and ends the other session. 

- “Terminate this logon” Cancels this logon attempt.

2.Click the Confirm Selection button

Menus are a list of logical choices used to select transactions and so work in SAP

• SAP Standard Menu : access to all transactions (limited by authorisation )
• Solvay User Menu: restricted menu composed of transactions needed to perform the roles assigned to user
  
  

C- Functional Menu screen

Favorites management enables to copy links of most-used transactions to use them directly (and not through menu)

• To enter favorites: select first a transaction in the menu and click on “Favorites/Add”

• To move favorite: select it and and drag it to the destination folder

• To delete, click on the item and use this menu or the ‘delete’ button

• Insert folder : allows to group favorites – add a folder and drag-drop the transactions to be grouped

• Insert transaction : Used to create a favorite for a SAP transaction even if it is not available in the menu
  There are other alternatives to manage favorites:

  - Click on               in the menu bar
  - Right click on the transaction and select “Add to favorites”

D - Status bar

On the status bar, you can see on which SAPsystem you are working on, like PF1 for example.

The number in brackets () is the session number for opened windows.

You can see also the server name, and the Insert/Overwrite function

The Status bar is also where you receive messages from SAP. The message   can contain:

- status information

- confirmation of an action

- warning of a possible problem or concern (see example hereunder)

- notification of an error that must be corrected

Transactions

Transactions are the means by which you enter data, perform functions, or view data in SAP.

Transactions are organized using sections and/or tabs. To open or close a section, click its Expand/Collapse icon  

Transaction - Tabs

• Each transaction tab contains fields or tables for the input or delivery of information. To complete a transaction, fill the necessary info in the tabs.
• To see the tab you need to open, look to the right end of the tabs for a set of 3 buttons to navigate. 
• The last button displays a list of all of the tabs, indicating which one is currently open. To open a tab, click on its listing. 

Transaction - Fields

Inside tabs, fields are the interactive part of SAP. There, data is entered or displayed.

There are different fields:

• required fields: mandatory. Not possible to save without entering info
• optional fields: not mandatory
• “never fill out fields”: not used, not recommended
  
  

Transaction - Search

Many of the validated fields have the possible entries already defined in a list. You just find the entry you need and pull it into the field. This is called "searching" or "Matchcode searching". 

Search Help is a tool used to search for information related to the content of a specific field and based on a list of criteria (search for a customer code, ...)

To activate the search help:

• Click in the field
• Use the ‘ F4 ’ button OR
• Click on the arrow at the right of the field

Some Search Helps propose sets of criteria to execute the most efficient search (i.e. search customer by country, or by name, or by role…)

To begin a search, click inside the field to activate the matchcode search icon. Then click the search icon or click F4 on your keyboard to open the search.

To find an entry, if not already displayed in the Restrict Value Range popup, enter search parameters in the available criteria fields.  Click on the Continue button to apply your choices.

Note: you can tick the “No restriction” checkbox to see all the entries found and use the Selection option for avanced settings (include, exclude parameters)

Transaction - Help for search

First case : only one list of possible fields

Advanced Navigation

You can check your user profile and control some parts of how SAP looks and acts by setting your personal user defaults. 

In the Address tab, all is grey and so cannot be modified directly

Advanced Navigation – User settings

In the Defaults tab, you can control

- the language used. 

- how decimal numbers, dates, and times are shown

- the printing settings

A report is a transaction that displays or analyzes information from the SAP database according to criteria that you specify (list).

Reports are often found in menu directories such as "List Editing", "Report Selection", or "Flexible Analyses".

To execute a report:

1. Open the transaction (report) you wish to execute.

2. Enter the criteria for the data you wish to retrieve or anaylze. The report will only return data that matches ALL of your criteria.

  Most reports allow you to refine your criteria by including or excluding multiple values, ranges, and/or relative values.

3. Click the Execute button      when you have entered all the criteria. This run the report - that is, search for the data you have requested and produce a results screen. 

4. When you have finished with the report, click the Back button  to return to the criteria selection screen. 

Advanced Navigation – Selection Variants

Variants are sets of specifications that you create and save for repeated use. Each variant is tied to a specific report.

Selection variants are useful if you repeatedly run the same report with basically the same criteria. You want to include information that will rarely or never change, but exclude criteria that changes frequently. 

To save a selection variant:

1. Open the report.

2. Fill in only the criteria that you wish to save as a selection variant.

3. Follow the menu path: Goto > Variant > Save as Variant. 

4. Variant Name field: enter a code for the selection variant. 

5. Meaning field: Enter a brief description of the selection criteria you are saving.

6. Protect Variant checkbox: already selected, meaning that only you will be able to modify the variant. Save the data.

•Use right mouse click

There are different ways for printing :

•Click on button

1: SAP Printer name  (case sensitive) and number of copies

2: List name

3: - Immediate printing (or simply goes to spool)

     -  Deletion of spool after print

     -  Print in new print file

4: Days before deletion of spool

5: Printing of a cover page with selection criteria

To open spool file, use   - transaction SP01Advanced Navigation - Spool management

  - menu system – Own spool requests

There are several different types of help you can use with SAP. The type you should use depends on the problem.

 In general, you should:

• Talk to your manager for access to SAP because it is part of your job.
• Call the Help Desk for any technical problems outside of SAP. 

For problems inside SAP, including authorizations for transactions, there are three sources of help:

Call or email the Help Desk if:

Refer first to the instructions on opening SAP before you call the Help Desk.

That is, if you click on the icon or link but the connection is not made.

• Your log-on fails even though you have authorization. 
• You may have forgotten your password or locked yourself out through too many failed logon attempts.

 If you can not connect because your user ID is not authorized for SAP, ask your manager to request access

While working in SAP, if you find that you need to use a transaction or function but do not have the authorization, you need to submit a FAS-Connect ticket. 

In case of problem, to request transaction authorization:

1.  Attempt to open the transaction.

You should receive a failure notice on the Status Bar. 

2.  Go to the menu Help/ Report authorization problem to FAS

 The system collect technical data and prepare a request to send to SIS. 

• ERP Documentation / Solvay Documentation
• Key Users List
• FAS-Connect

Use the ERP Documentation when you need help understanding SAP or completing a transaction.

This is a large pool of documents, written by Solvay personnel, that are intended to help you with SAP.

These documents take many forms: Word documents, PowerPoints, Captivates (simulations), spreadsheets…

The documents are stored on a site managed by the ERP Documentation Team

To open ERP Documentation:

• From the menu screen, click the ERP Documentation button
• From anywhere in SAP, including the Menu Screen, use the menu path:

Help > Solvay Documentation

A file explaining the transaction will then be displayed.

• If there is no transaction description linked, or if you are not working in a transaction, the main menu for the ERP Documentation site will open.
• On the ERP Documentation teamsite, you can use the search window to find documents by keyword (i.e. notification).

The list of documents found  will be displayed by relevance

Key Users List:

If written documentation is not answering your questions, you can call a key user for help.

To find a Key User:

On the menu screen, click the Key Users Lists button to open the Key Users List. 

FAS-Connect is a trouble ticket system used by SIS to document user problems and their solutions in SAP.How to get help – FAS Connect

From inside SAP Use the menu path: Help > Request to FAS Team or click the FAS Connect button on the menu screen.

There is a full and detailed description of how to use FAS-Connect in ERP Documentation.

You can find it under ERP menu: “Basic - New ERP User”

For more information on ERP Account, refer to

• General mailbox on enquiries relating to Solvay ERP system :  SBS-IS-APPLI-HELP@solvay.com

• You may send a request via  : FAS-L1-ASIA@solvay.com