Upload
k-singh
View
380
Download
3
Embed Size (px)
Citation preview
Griffith Business School
7150AFE Business Information Systems
SAP – an Introduction
Objectives
Logging on to SAP The SAP Main Menu The SAP Interface On-Line Help Using Transaction Codes
Griffith Business School
What is SAP?
‘Enterprise Resource Planning’ (ERP) software - an enterprise-wide, integrated, relational-data-base, client-server information system.
SAP software is said to be the largest-selling software of its type in its target large-firm market. Versions include R/3, ECC5.0 and ECC6.0.
SAP has also released SME solutions e.g.
SAP* ‘Business byDesign’.
Griffith Business School
Griffith Business School
Main SAP Modules
Griffith Business School
This diagram provides a glimpse of some of the main modules in an SAP system. Some are accounting related, but others are concerned with logistics and human resources. Industry solutions are available for most industries worldwide. Workflow is a module that helps to ensure that the steps in processing transactions are followed in an appropriate sequence and in a timely manner.
SAP software is seen as enterprise-wide since it can cover all areas within an organisation. All SAP modules are fully integrated, sharing database tables and automatically updating related areas, such as the general ledger.
Griffith Business School
SAP Easy Access Menu
The Build or Buy Decision?
Build = In-house development – some issues:» Tailored to needs; but best practice?» Need qualified staff
» Time and cost of development
» Risk of software errors» Documentation to be developed» Ongoing maintenance
Griffith Business School
The Build or Buy Decision?
Buy = Enterprise system - some issues:» Ready-made – software written, tested and widely used» Incorporates best practice» Well-documented» Training available» Perceived as more expensive» Must be configured to suit organisation (customisation)» Changes do not require substantial programming effort
Griffith Business School
Four Accounting-Related Processes in SAP
Logistics» Materials Management (MM - Purchases of inventory)» Sales and Distribution (SD - Sales of inventory)
Accounting» Financial Accounting (FI)
General ledger Accounts receivable (Customers) Accounts payable (Vendors) Fixed assets
» Controlling (CO) Cost centre accounting Activity based costing Profit centre accounting
Griffith Business School
Business Case for Implementing SAP ERP
Some reasons given for installing SAP software:» As part of a business process re-engineering effort. Yes, SAP R/3 installation facilitates BPR.
» As part of a well-planned IT strategy. Yes, the company should follow a proper process of strategic planning, identifying needs
and selecting an appropriate solution.
» To get a jump on competitors. No, companies get competitive advantages as a result of their management and business
processes. SAP R/3 can however deliver timely information to facilitate management decision making.
» To keep up with the Joneses. No, not a convincing reason for installing R/3. Only if it is the right solution for the
organisation. The decision must be driven by business considerations rather than a desire to be ahead technologically.
Griffith Business School
Business Case for Implementing SAP ERP
Strategic planning and software selection should precede implementation of any application software.
IT strategy should be derived from, and aligned to the business’s strategic direction.
Thought process: Information needs IT Applications Selection of IT solution.
» IT strategic development takes into account all aspects of the company’s information storage, retrieval, transmission and computational capabilities, including LANs, PCs and their software, WANs, business systems hardware and applications software.
Griffith Business School
Business Case for Implementing SAP ERP
Key considerations when considering an ERP solution:» The complexity of the business, including vertical
integration and international operations.» The size of the business, in revenue.» The scope of the functionality needed.» The degree of sophistication and unique
requirements.» The budget.
SAP – single vendor solution, fully integrated, global, industry specific
Griffith Business School
Specific Industry Solutions
Griffith Business School
Aerospace and defence Healthcare
Automotive Construction
Banking Oil
Electronics Public Sector
Real Estate Retail
Chemical Transportation
Consumer products Telecommunications
Education Utilities
Griffith Business School
7150AFE Business Information Systems
SAP Navigation
First some Terminology
Important distinction:» An ‘instance’ or ‘system’ is a copy of SAP software installed on
a server (computer). Normally at least 3 instances are used – development, quality assurance, production. Different users log in to these instances. Each instance has its own copy of the SAP database. We are using the AU1 system.
» A ‘client’ is a logical subset of the SAP database. When a user logs in, they select the system and then the client. Different users will be authorized to log in to each client. We are using client 300.
Griffith Business School
Selecting a System, e.g. ECC6-49a
Logging on to SAP
Receive your user ID and password from your course lecturer
Double-click on SAP Logon on the desktop, or Programs > SAP Front End > SAP Logon. Select system ECC6-49a and click Log On
Enter the client ID (300), user ID (GUI1-### ) and password (initially gui1ides)
Griffith Business School
Selecting Client 110
Logging on to SAP
Click the CHECK (Green Tick ) button in the upper left-hand corner of the screen
If this is your first login, you will be prompted to change your password immediately.
After changing your password, and on subsequent logins, you may see the Copyright Window. Read this and click CONTINUE.
Griffith Business School
The CHECK button should be clicked whenever a user is ready to move to the next screen. It is the equivalent of pressing the ENTER key. It is used to acknowledge a system message.
The name is not case sensitive. The password is case sensitive. The password should contain at least 6 characters and should not be a guessable word. At least one character should be a number or symbol.
Logging on to SAP
To log off from SAP, click the CLOSE ( ) button or EXIT ( ).
To change your password, log on as usual but click on NEW PASSWORD. Enter the new password etc. before clicking the CHECK .
You can change your password only once per day.
Griffith Business School
The SAP Main MenuMain Menu screen shows major features of the screen which remain the same.
The Menu Bar shows the menu options applicable to the process you have selected.
The blue bar is the Title BAR – shows screen being used
There are also a CHECK (ENTER) icon, Function icons, Function buttons and a Command Field (where transaction codes may be entered for quick access to menu options).
The SAP Main Menu If not already displayed, to view the full main menu, enter S000 in
the command box (top left hand corner) and press Enter. The menu options correspond to the major capabilities of the
SAP system. You will be interested mostly in the Accounting, Information
Systems and Tools capabilities. As options are selected, submenu choices appear. ‘Transactions’ such as Enter G/L Account Document are
executable functions – you execute them by clicking on them and then click on Execute (or just double-click them).
NOTE
» As you navigate through SAP, the Menu Bar options will change to reflect the pertinent choices for what you are doing in that area of the software.
Griffith Business School
Submenus and Transactions
Accounting Menu
The SAP Interface: Fields
Fields are used to accept and display data. The length of the field shows how many characters
can be entered. The cursor shows the current active field in which data
will be entered. Some fields are mandatory. Failure to enter data will
result in an error message.
Griffith Business School
Entering Data
Field Types
There are four different field types that you may see within an SAP screen:
» Display only
» Mandatory
» Optional
» Selection
The SAP Interface: Dialog Boxes
Dialog boxes are used to display or request data from the user.
A dialog box becomes the active window, with its title bar highlighted.
Data must be entered or the operation cancelled to return to the original screen.
Griffith Business School
The SAP Interface: Toolbar
The SAP toolbar is a row of tool buttons across the top of the screen.
Shadowed tool buttons are not available on the current screen.
CHECK - checks the entered values and moves to the next screen if the data is OK. Otherwise, an error message is displayed.
Griffith Business School
The SAP Interface: Toolbar
POST/SAVE - saves the current record and backs out to the prior screen. Missing data is highlighted on the screen.
BACK - backs out to the prior screen in the same process.
EXIT - backs out to the previous level. CANCEL - aborts a process and discards the data.
Griffith Business School
Toolbar OptionsSAVE
The SAP Interface: Toolbar
PRINT - prints the current document. FIND - finds specified text or numbers. FIELD LEVEL HELP - tells you how SAP uses this
field.
Griffith Business School
Toolbar Options
The SAP Interface: Status Bar
Message Area - displays warnings and errors (in red). System info - displays server, session and client
information, e.g. AU1 (1) (300). Option to display username or transaction code, e.g.
FB50. Insert/overtype Indicator - press Insert key to switch,
e.g. OVR. Up to 9 sessions may be open at once.
Griffith Business School
The SAP Interface: Status Bar
Message Area
Griffith Business School
System info
On-Line Help
Help is always an option on the menu bar. SAP options under Help include Application Help, SAP
Library and the Glossary, which defines all the technical terms applicable to this software.
Field-level/context-sensitive help is also available. While creating a document, click on or press F1.
Griffith Business School
SAP Library
Application Help
Help with this Transaction
http://help.sap.com/saphelp_erp60/helpdata/EN/7c/5a6df45b8346d1a8dd9e8c8e28d1b4/frameset.htm
Griffith Business School
Using Transaction Codes
Each transaction (executable function) has a transaction code. Just select the option and press System > Status. The System: Status screen is displayed with other technical data.
An example of a transaction code is ME52 - Change: Purchase Requisition.
Transaction codes are the basis for assigning authorizations to a user.
For a shortcut to this transaction, enter /nME52 in the Command Field.
Griffith Business School
Displaying Transaction Codes
•Go to Extras and choose Settings
Click on Extras > Settings
Displaying Transaction Codes
Using Transaction Codes
/n - abandons current screen and switches to the selected transaction.
/o - starts a new session, keeping the current session open.
You may Alt/Tab between the two open sessions.
A new session may also be opened using System > Create Session. You don’t need to log on again.
Griffith Business School
Activity
1.Describe how SAP can assist an organisation to optimise its value chain?
2.Why might a firm decide to implement only certain modules in SAP rather than a complete installation?
Griffith Business School
Installing SAP @ Home FAQ’s
1. How do I go about installing SAP on my personal computer?
2. I have a Windows computer. What do I do?
3. I have an Apple MAC. Can I follow the same instructions as Windows users?
4. What is a connection file and why do I need it? Where does it go?
5. My list of systems in the logon screen is empty. Why?
6. What is the SAP support contact email?
Griffith Business School
1. What was the most important thing that you learned in this session?
2. What questions do you still have about the material covered in this session?
Griffith Business School 47
Session Outcomes
Griffith Business School
Are you ready to meet SAP?Ready, set, go ….
Next Week
Workshop Activities Lecture
Griffith Business School 49