Basic Navigation

Open and close SAP

• On the desktop, use the SAP Logon pad
• Then choose the server you wish to open (most cases: PF1 or WP1)
• 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

For WP1 & PF1, Single Sign On process is effective since 2015 (No Password to enter for Solvay Employees)

Open and close SAP: Log off

Several possibilities:

• Go to the menu “System/ Log off” or
• click on the cross icon 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 (if you don't use Single Sign On process to connect)

• 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.

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  (see screenshot below)

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. (see screenshot below)

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.

Advanced Navigation

In the Defaults tab, you can control

- the language used. 

- how decimal numbers, dates, and times are shown

- the printing settings

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.

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 Freshdesk 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. 

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 IS Application Team

To open general ERP Documentation:

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

Key Users List (Only on PF1) :

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. 

For further assistance or help : SBS Support