SAP Basic Navigation September 2019 V5 Public · SAP Basic Navigation This guide is intended for school users who are being introduced to SAP for the first time. SAP stands for Systems

SAP Basic Navigation – September 2019 V5 Public

For assistance: Call 01629 538088 | Email [email protected]

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SAP

Basic Navigation

This guide is intended for school users who are being introduced to SAP for the first time.

SAP stands for Systems Applications and Products (in Data Processing)

The SAP system is an integrated system where activities in one area generate activities in another area.

The system provides on-line, real-time information in a single place.

Derbyshire schools utilise several areas (modules) within SAP (e.g. HR and Payroll) that are integrated within the FICO (Finance and Controlling) module where schools will be able to manage accounts and monitor budgets in a real-time environment. OrderPoint is a web-based system in which shoppers create orders (shopping carts) that are then authorised by an approver, creating a purchase order and a commitment within SAP. OrderPoint is integrated with the SAP system but is not in itself a SAP module.

Contents

Access to MFA Portal ............................................................................................. 2

Logging into SAP ..................................................................................................... 5

Passwords and Security .......................................................................................... 6

SAP Home Page ..................................................................................................... 8

Transaction Codes and Technical Names .............................................................. 8

Setting Up Favourites .............................................................................................. 9

System Messages ................................................................................................. 10

Controlling Area and Company Codes .................................................................. 11

Moving between Transactions ............................................................................... 11

SAP Inbox .............................................................................................................. 12

What is my Current Transaction? .......................................................................... 14

SAP Data ............................................................................................................... 14

Logging out of SAP ................................................................................................ 15



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Logging into SAP and OrderPoint through the Remote Access Portal

Once you have had your Microsoft Authenticator (MFA) app configured on your

device, you can log into the Remote Access Portal (RAP) as follows.

Have your device at hand (you do not need network/wi-fi connection).

Passwords and Security

Do not allow other users access to your RAP account. Keep your password safe and secure at all times and do not write it down. If you suspect that your password is known by anyone else, you must change it immediately.

Click on the Internet Explorer icon on your pc

In the web address field, type in https://rap.derbyshire.gov.uk and click Enter on

your keyboard **

The cursor will show in the Password field, click into the field marked Email

Address

In the Email address field, type in your Partner address eg [email protected]

https://rap.derbyshire.gov.uk/

mailto:[email protected]



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If this is your first log in to the Remote Access Portal, in the Password field, type in

the password given to you by Service Desk and change your password as directed

on screen

Click Next

Open the Microsoft Authenticator app on your device

A screen similar to the one below will display a 6 digit number (Please do not

enter the actual number shown in the example below)

Type your displayed number into the verification code field and click Next



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You will see a similar screen to the one below, giving you bookmarks to

SAP and OrderPoint

Left click (a single click) onto the SAP and OrderPoint bookmark you need and

the log on screens will appear:

Log into SAP and OrderPoint in your usual way

Logging off: when you want to log off the systems, log off in the usual way:

OrderPoint, click on the Log off button (right hand side )

SAP, click on the Log off button (on your menu line)

To log out of the Remote Access Portal, click Sign Out

In the next screen, click on Click here.



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This brings the initial remote access screen from which you can red cross out

of.

** Please note you (or your Network manager) can set up a desktop icon for the

Remote Access Portal.

Logging into SAP

Your Username is your

DCC payroll number,

you will have been

notified of your SAP

password.

Click Log On



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When logging in for the first time you will be forced to create a new SAP password

(see Password ‘rules’ on page 6).

SAP will confirm that the change has been made and will take you to the Home

screen (Whirlpool).

Passwords and Security

Do not allow other users access to your SAP account. Keep your password safe and secure at all times and do not write it down. If you suspect that your password is known by anyone else, you must change it immediately. SAP password requirements:

Minimum of twelve characters

Should contain at least one upper case character, one lower case character, one number and one special (punctuation) character

Passwords should be changed at least every 42 days (SAP will automatically remind you that your password should be changed)

SAP holds details of the last five passwords you cannot re-use these

When logging into SAP, you have three attempts to get your User ID and Password correct after which the system will lock. If this happens you should contact the Service Desk on 01629 537777 Option 2 to get it reset

SAP will automatically close after 1 hour. You should always log out of SAP and close your browser session (the internet) when you are not using it.

The SAP password that

you were given (the one

you have just used)

A new password of your

choice, following the rules

on page 6

Click Change



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If you need to change your password (where not forced to do so by the system) SAP will allow you to voluntary change your password once daily Enter your user name and password in the usual way and click ‘Change Password’

SAP will confirm that the change has been made and will take you to the Home Screen (Whirlpool).

Enter your existing password

Then your new password (twice)

Click Change



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SAP Home Page

The Home Screen is nicknamed the ‘Whirlpool Screen’

Transaction Codes and Technical Names

Transaction codes are the unique code given to every transaction and report within SAP.

To display the full name and code of each Transaction select Menu > Extras >Settings

If you cannot see the

Command Box, click

Command Box – enter Transaction codes in here

Toolbar Tabs – these differ depending on the Transaction that you are in. Hover over the button for more information

Favourites – you can add regularly used Transactions

Menu folders

Status Bar – shows error messages and alerts



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Tick ‘Display technical names’ and click green tick to save

Setting Up Favourites

Right click on Favourites at the top of your menu

Choose Insert Transaction from the list

Type the Transaction Code in the box and click the green tick

You can also right click on a transaction from the menu and choose ‘Add to

Favourites’

By adding Transactions to your list of Favourites, they will appear above your menu and be instantly accessible. Double clicking on any entry will open that Transaction.



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System Messages

Examples of system messages

If your command/transaction doesn’t appear to have worked check the Status Bar:

Green are information messages

Yellow are warning messages

Red are error messages



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Controlling Area and Company Codes

Occasionally SAP may give you a ‘pop up’ box to complete asking for the Controlling Area or the Company Code. Although they both serve different purposes they are both 1000.

Moving between Transactions

If there is no ‘Save’ option on the toolbar changes are automatically saved when you exit from a screen. SAP will warn you if you are trying to exit without having saved your changes.

On the toolbar ‘Back’ will take you to the previous screen whilst ‘Exit’ will take you out of the current transaction. To return to the home screen type /n into the Command Box and press Enter. Alternatively you can type ‘/n’ followed by a transaction code into the Command Box if

you know it e.g. ‘/nFBCJ’, this will close the current transaction and open a new one.



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SAP Inbox

SAP moves documents electronically within the system (Workflow) and your SAP inbox is where these documents will appear, you need to check it on a regular basis and take action as appropriate. If you fail to act upon an item in your SAP inbox it will impact on some other transaction e.g. a vendor’s invoice will fail to be paid on time. Examples of workflow items that might appear in your SAP inbox:

Vendor Invoices to be coded

Vendor Invoices to be approved

Price discrepancies relating to Purchase Orders

Externally created Journal Transfers to be approved (Negotiated Journals) Access to your SAP Inbox is via the ‘SAP Business Workplace’ Toolbar Tab

Double click on your Inbox to open



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Click on the inward pointing arrow head to open the ‘Workflow’ folder

Tip The system tells the user how many documents are currently held within each folder.

Double click on the Icon to display all the items within the folder in the right hand

pane

The Status cube will be either white (unread) or grey (locked).

To lock/unlock use the icons to change the status



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What is my Current Transaction?

Click the Show Information icon

Your current transaction will be displayed, along with other information that may be

required if you telephone for support

SAP Data

SAP contains two types of Data

Master Data

A collection of information about an individual or a company

The data does not normally change

Eg an Address or Payment information for a vendor or customer

Transactional Data

Information associated with a specific business activity Users enter this information into SAP Changes from day to day Eg Invoice or Purchase Order

Logging out of SAP



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At the end of every session, you should log out of SAP, click ‘Log off’ on the tool bar from whichever screen you are in

You will receive a message that unsaved data will be lost. If you have saved all changes click ‘Yes’

If you wish to save any changes/data entered then click ‘No’ and the system will return you to the Transaction so that you can save your data. SAP generates the following message to confirm successful Logoff

For security you must then close your browser session (the internet).

Documents

SAP Basic Navigation September 2019 V5 Public · SAP Basic Navigation This guide is intended for school users who are being introduced to SAP for the first time. SAP stands for Systems