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Basic Training SAP R/3 4.7 Finance _________________________________________________________________________________________________

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SAP 4.7 Basic Training for FI

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Contents 1 Log on to SAP .......................................................................................................................... 5 2 Navigation in the System ......................................................................................................... 9 2.1 Menu bar .................................................................................................................................. 9 2.1.1 System ................................................................................................................................... 10 2.1.1.1 Create Session.................................................................................................................. 10 2.1.1.2 End Session ...................................................................................................................... 11 2.1.1.3 User Profile........................................................................................................................ 11 2.1.1.4 Own Spool Requests ........................................................................................................ 11 2.1.1.5 Own Jobs .......................................................................................................................... 11 2.1.1.6 Status ................................................................................................................................ 11 2.1.1.7 Log off ............................................................................................................................... 11 2.1.2 Help ........................................................................................................................................ 11 2.2 Standard toolbar..................................................................................................................... 12 2.2.1 Layout menu........................................................................................................................... 13 2.3 Status bar ............................................................................................................................... 13 2.3.1 Message area......................................................................................................................... 13 2.3.2 Status fields............................................................................................................................ 14 2.4 Working area .......................................................................................................................... 14 2.5 Scrolling to view information .................................................................................................. 15 2.6 Transaction Codes ................................................................................................................. 17 2.6.1 How to find the transaction code............................................................................................ 18 2.6.1.1 … in the menu tree............................................................................................................ 18 2.6.1.2 … in the Status display ..................................................................................................... 19 2.6.1.3 … in the Status bar ........................................................................................................... 19 2.7 Favorites................................................................................................................................. 20 2.7.1 Create / add Favorites............................................................................................................ 21 2.7.1.1 … with Drag and Drop....................................................................................................... 21 2.7.1.2 … with “Add to Favorites”.................................................................................................. 22 2.7.1.3 … with “Insert transaction” ................................................................................................ 23 2.7.1.4 … with “Add other objects”................................................................................................ 24 2.7.2 Change Favorites ................................................................................................................... 24 2.7.3 Move Favorites....................................................................................................................... 26 2.7.4 Delete Favorites ..................................................................................................................... 26 2.7.5 Insert Folder to Favorites ....................................................................................................... 27 2.7.6 Delete Folders from Favorites................................................................................................ 27 2.8 Multiple SAP Sessions ........................................................................................................... 28 2.8.1 Creating a session.................................................................................................................. 28 2.8.2 Creating a session and a task at once................................................................................... 29 2.8.3 Moving among sessions......................................................................................................... 30 2.8.4 Ending a session .................................................................................................................... 31 2.9 Tabs........................................................................................................................................ 31 2.10 Radio Buttons and Checkboxes............................................................................................. 32 2.11 Dialog Boxes .......................................................................................................................... 33 3 Search Helps.......................................................................................................................... 34 3.1 Match Codes (F4-search help)............................................................................................... 34 3.2 Dynamic selections ................................................................................................................ 37

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4 SAP Lists / Reports ................................................................................................................ 39 4.1 Output formats........................................................................................................................ 39 4.1.1 SAP List Viewer...................................................................................................................... 40 4.1.2 ABAP List ............................................................................................................................... 40 4.1.3 Display as table ...................................................................................................................... 41 4.2 Export Lists / Reports ............................................................................................................. 41 4.2.1 … export to Spreadsheet (without Filter criteria) ................................................................... 41 4.2.2 … save to Local File (with Filter criteria) ................................................................................ 42 4.2.3 … via icon „Microsoft Excel view“ .......................................................................................... 43 5 Working with the SAP List Viewer (ALV) in Line Item Display............................................... 46 5.1 Navigating within the list......................................................................................................... 46 5.2 Branching to other functions .................................................................................................. 47 5.2.1 Displaying the Document for a Line Item ............................................................................... 47 5.2.2 Changing Documents............................................................................................................. 47 5.2.3 Mass Changes ....................................................................................................................... 47 5.2.4 Check Information .................................................................................................................. 49 5.2.5 Displaying Account Master Data ............................................................................................ 49 5.2.6 Credit Management................................................................................................................ 49 5.2.7 Correspondence..................................................................................................................... 50 5.3 Editing the layout of the line item display............................................................................... 50 5.3.1 Setting Filters ......................................................................................................................... 51 5.3.2 Sorting in Ascending or Descending Order............................................................................ 52 5.3.3 Changing Layouts .................................................................................................................. 52 5.3.3.1 Show or hide columns....................................................................................................... 53 5.3.3.2 Sequence of columns........................................................................................................ 56 5.3.3.3 Using Clipboard to change position of column.................................................................. 57 5.3.3.4 Length of columns............................................................................................................. 58 5.3.3.5 Group columns into several lines ...................................................................................... 59 5.3.4 Saving Layouts....................................................................................................................... 60 5.3.5 Selecting Layouts ................................................................................................................... 61 5.3.6 Creating Totals ....................................................................................................................... 61 5.3.7 Creating Subtotals.................................................................................................................. 61 5.4 Sending the List as a Document ............................................................................................ 63 6 Printing ................................................................................................................................... 65 6.1 Personal Standard Printer ...................................................................................................... 65 6.2 The Print Window................................................................................................................... 67 6.3 Spool Requests ...................................................................................................................... 68 7 Personal User Settings........................................................................................................... 71 7.1 Own Data ............................................................................................................................... 71 7.2 Local Layout ........................................................................................................................... 72 7.2.1 Options ................................................................................................................................... 72 7.2.2 Set color to system … ............................................................................................................ 75 7.2.3 Hard Copy .............................................................................................................................. 76 7.2.4 Quick Cut and Paste .............................................................................................................. 76 7.3 Editing Options ....................................................................................................................... 76 8 Help Functions ....................................................................................................................... 79 8.1 F1 Help in SAP....................................................................................................................... 79

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8.2 Application Help in SAP ......................................................................................................... 80 8.3 SAP Library in SAP ................................................................................................................ 81 8.4 LiveLink .................................................................................................................................. 81 8.5 Help on missing Authorization................................................................................................ 83 9 Log of from SAP..................................................................................................................... 85

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1 Log on to SAP To log on to SAP (either the productive system MT3 or, if necessary, the test system QMT for e.g. testing) you have to click on the SAP icon on your desktop.

The screen for entering your user ID and password will appear.

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Enter your SAP user and valid password. When you leave the field “Sprache � Language” blank, die default language from your personal settings will be taken. When logging on the first time with an assigned temporary password the system will prompt you to enter a new one.

Create a new password with between 6 to 8 characters. The system will inform you approximately every 90 days to create a new password. When creating a password you must use at least 6 but no more than 8 characters. Combination of alphanumeric characters, including the letters a through z, the numbers 0 through 9 and punctuation marks are allowed. Do not begin a password with a question mark (?), an exclamation point (!), a blank space, three identical characters (for example, bbbat) or any sequence of three characters contained in your user ID (for example, man, if your user ID is Friedman). Do not use “pass” or “init” as your password or any of the last five passwords you used. In the SAP System, passwords are case-sensitive. For example the password blue is different to Blue or BLUE. If you have entered 3 times a wrong password the SAP-screen will close and you have to re-start it. If this happens 3 times in a row, your user will be blocked and you have to contact the User Help Desk in Lübeck to re-set your password or use the attached document for resetting your password on your own (this new process has been implemented in November 2008).

Reset password SSPR_EN.pdf

If you are already logged in to SAP and try to log in a second time, the system will give you License information.

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Multiple Logon is not allowed and either this new logon will be terminated (standard default) or you can terminate your previous logon and carry on with this (note; if your already existing logon is terminated here all unsaved data will be lost). Please note; in the productive system MT3 you can only logon once whilst in the quality system QMT a multiple logon is possible.

SAP Password Rules at Dräger effective from 21/06/2010 Password Parameter Definition Requirements

Number of digits This parameters sets the minimum number of digits the password must contain.

1

Number of letters This parameters sets the minimum number of letters the password must contain.

1

Password length This parameter determines the minimum length of the logon password.

8

Validity period Value specifies the number of days after which the user has to change his or her password.

90

Number of different Specifys how many characters in the new password 3

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characters in new password

must be different from the old password if the user changes his or her password.

Automatic logoff if no input at the GUI

Defines that inactive users are automatically logged off from the SAP system after a specific period of time has expired. This parameter specifies the time period in seconds.

7200

Size of the password history

This parameter controls the size of the password history. The password history is evaluated when a user chooses a new password: the system rejects the (re)use of passwords that are stored in the password history.

5

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2 Navigation in the System The SAP window is the user interface to the SAP System. The elements of a typical SAP window are shown below:

2.1 Menu bar

Menus allow you to find a specific transaction when you do not know the transaction code. The menu is organized according to the task you are doing in the SAP System. Menus are dropdown; that is, when you choose a menu item, further options appear.

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The menu display can vary depending on the current transaction you are in. The following menu items are standard in every SAP screen:

System: Contains functions that affect the system as a whole – such as Create session, End Session, User profile and Log off

Help: Provides various forms of online help

These ones are available on most SAP applications:

Edit: Allows you to edit components of the current object e.g. Select, Edit and Copy. The Cancel option lets you leave a task without saving the data you have entered

Go to:

Allows you to move directly to other screens of the current task. Also contains the Back option, which takes you back one level in the system hierarchy. Before going back, the system checks the data you have entered on the current screen, and displays a dialog box if it detects a problem

In addition below menus may also appear:

Extras: Contains additional functions you can choose to complete the current object component

View: Allows you to display the current object in different views e.g. switching between a single-line and double-line display of a table

Settings: Allows you to set user-specific transaction parameters

Utilities: Allows you to do object-independent processing, such as delete, copy and print functions

In the following we will explain the most common menu items:

2.1.1 System

The Assets are being carried forward with the following parameters. A variant for the program has been stored in the system:

2.1.1.1 Create Session

Creates an additional working session like using button .

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You can find further information on this subject in chapter “Multiple SAP Sessions”.

2.1.1.2 End Session

Make sure you have saved your entries as the system will not prompt you to save your data when closing. If you have only one session open and you end it, you will log off from the system. However, before logging off the system prompts you to save your data. You can find further information on this subject in chapter “Multiple SAP Sessions”.

2.1.1.3 User Profile

Under sub-item Own Data you can view and add to your personal SAP settings. Do not change the data under “Address - Person” unless checked with the administrator. Do check on the “Defaults” like “Decimal Notation” and “Date format” if they match your requirements. You can also find here the default printer which has been set up for you and where all SAP outputs will be printed on. We recommend to unmark the flag “Output Immediately” and start all print jobs from the spool to avoid unknown mass-prints. Further information on this subject can be found in chapter “Personal Standard Printer” and “Personal User Settings”.

2.1.1.4 Own Spool Requests

Shows all print jobs under you name. The ones which are already printed can be identified via the

status “Compl.”. To start a print from here mark the respective line and click on Print.

2.1.1.5 Own Jobs

If you have background jobs started under your name (very rarely) than you can control and check them here.

2.1.1.6 Status

If you are in a transaction you can see here the respective transaction code. Further information on this subject can be found in chapter “How to find the transaction code”).

2.1.1.7 Log off

Login off from the SAP system. You can find further information on this subject in chapter “Log off from SAP”.

2.1.2 Help

The Help function provides information about the components of the SAP System and explains how to use them. You can find further information on this subject in chapter “Help functions”

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2.2 Standard toolbar

The Standard toolbar contains buttons for performing common actions such as Save and Enter.

F11

F3

F15

F12/ESC

Save

ENTER

Back

Exit

Cancel

Saves your work. Same function as Save in the Edit menu

Confirms the data you have selected or entered on the screen. Same function as the Enter key. Does not save your work

Returns you to the previous screen without saving your data. If there are required fields on the screen, these fields must be completed first.

Exits the current function without saving. Returns you to the initial screen or main menu screen.

Exits the current task without saving. Same function as Cancel in the Edit menu.

Command field

Allows you to enter commands, such as transaction codes

F21

Strg+G

F22

F23

F24

First page

Find next

Previous page

Next page

Last page

Create session

Scrolls to the first page. Same function as the CTRL + Page Up keys.

Performs an extended search for data required in the current screen.

Scrolls to the previous page. Same function as the Page Up key.

Scrolls to the next page. Same function as the Page Down key.

Scrolls to the last page. Same function as the CTRL + Page Up key.

Creates a new SAP session. Same function as Create session in the System menu.

Strg+F Find Searches for data required in the current screen.

Strg+P Print Prints data from the current screen

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Further information on items marked with this can also be found elsewhere in this document.

2.2.1 Layout menu

Here you can adjust the local layout. From the available options the following ones could be of interest:

• Options • Set color to system • Hardcopy • Quick Cut and Paste

Details on above settings can be found in Chapter “Personal User Settings”

2.3 Status bar

The status bar provides general information on the SAP System and transaction or task you are working on. At the left of the status bar, system messages are displayed. The right end of the status bar contains three fields: one with server information, the other two with status information.

2.3.1 Message area

In the message area the system shows you identified errors or information:

identifies an error messages which has to be solved before carrying on identifies an information message which should be red identifies other system messages

F1

Layout menu

F1 Help

Allows you to customize the display options (further information on this issue are on the next page).

Provides help on the field where the cursor is positioned.

Strg+F Create shortcut

Allows you to create a desktop shortcut to any SAP report, transaction, or task if you are working with a Windows 32-bit operating system.

Message area Status fields

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2.3.2 Status fields

The status fields can either by displayed or hidden. Choose to their left or right or open/close it.

It will show system information depending or your personal selection (choose in the first status field): - System - Client - User - Program - Transaction code - Response time The second status field displays the server to which you are connected. The third status field specifies your data entry mode. By clicking this field, you can toggle between the Insert (INS) and Overwrite (OVR) modes. Insert: Any data to the right of the cursor moves to the right as you type. Overwrite: You type over any data to the right of the cursor. Typically, you use the Overwrite mode to enter data, and the Insert mode to enter data between existing data (for example, if you left out a letter in the middle of a word). In the standard system, the default entry mode is Insert. However, you can to switch to Overwrite at any time.

2.4 Working area

In the SAP menu tree the dropdown arrows on the left of each menu item, indicating submenu choices as shown in the following example. After you have opened a submenu, the dropdown arrow you have just used points downward. If there is no arrow next to a menu item, you go directly to the transaction screen with a double click.

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Tip: You can also click with the right mouse-key on the transaction to get further functions which are otherwise available vie the menu bar.

You will get to know the details on these functions when reading through the training document.

2.5 Scrolling to view information

When you view information (for example, a list or online help) not all of the information may fit in your window. To see the additional information, you use scrollbars. To move:

• Up and down, use the vertical scrollbar

•••• Left and right, use the horizontal scrollbar

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To move within the information screen you can

Up or down one line Choose the up or down scroll arrow on the vertical scrollbar.

Left or right one character Choose the left or right scroll arrow on the horizontal scrollbar.

Up or down one page Click above or below the slider box on the vertical scrollbar.

Left or right the width of the page Click to the right or left of the slider box on the horizontal scrollbar.

To a certain position in the information (up or down)

Drag the slider box on the vertical scrollbar to the approximate location of the desired information, and release the mouse button.

To a certain position in the information (left or right)

Drag the slider box on the horizontal scrollbar to the approximate location of the desired information, and release the mouse button.

Vertical scroll bar

Horizontal scroll bar

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You can also Move to By

choosing Or pressing Or pressing

First page

Shift + F9 CTRL+PageUp

Last page

Shift + F12 CTRL+PageDown

Previous page

Shift + F10 PageUp

Next page

Shift + F11 PageDown

2.6 Transaction Codes

Each function in the SAP System has a transaction code associated which can be used instead of working with the workplace menu tree. A transaction code consists of letters, numbers, or both, for example, FB05 or MIRO. You enter transaction codes in the command field.

The transaction code is entered in the command field which is closed by default. To display/open it, choose the arrow to the left of the Save icon; the command field appears. To hide it, choose the arrow to the right (outside) of the field. In addition you can display a list of the transactions you used last by choosing the drop-down arrow at the right-hand of the field.

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Enter /n followed by a transaction code and ENTER to end the current task and start the new one in the same session (screen). If you do not want to end your current task but you need to do another task you can create this in a new Session (screen). For example, you are creating a purchase order and you need to look up a material. You can open a new session (screen) to look at the material without having to end your first task of creating a purchase order. To do this enter /o followed by the transaction code and ENTER.

2.6.1 How to find the transaction code

Before you can use a transaction code, you must find the transaction code for the task you want to start. There are several different ways of finding this information:

2.6.1.1 … in the menu tree

The easiest way is to let the system show the transaction code in the menu. If you can currently only see the transaction descriptions but not the codes then switch them on via the menu bar Extras � Settings � Display technical names. The menu closes. When you reopen it, the system displays the transaction code (not only for the selected item, but throughout the workplace menu).

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2.6.1.2 … in the Status display

When you are in the transaction itself via menu bar System � Status:

2.6.1.3 … in the Status bar

When you are in the transaction itself you can select the icon in the first status field (bottom right corner of your screen).

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2.7 Favorites

You can include heavily used menu options in a personal favorites list which can be structured to you own requirements. You can:

• Create a favorite • Change a favorite • Create a folder in the favorites list • Move a favorite or • Delete a favorite

It is possible not only to add SAP transaction codes to your favorite list but also Internet-addresses and other programs files e.g. from Word or Excel.

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2.7.1 Create / add Favorites

There are several ways to create or add a transaction to your favorites-list. Note; transaction will always be “copied” to your favorites menu tree the original transaction code stays in the SAP menu tree.

2.7.1.1 … with Drag and Drop

Drag a transaction into the favorites list with the mouse and drop it where you want to have it.

Favorites menu

SAPs menu

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2.7.1.2 … with “Add to Favorites”

Click once on the transaction in the menu tree and afterwards on button “Add to Favorites” (or menu Favorites – Add); the transaction will be copied to the Favorites-menu tree.

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2.7.1.3 … with “Insert transaction”

If the relevant menu option was not deactivated by the system administration and you know the transaction code then you can also create favorites directly via the menu option for including a transaction in the favorites list.

An additional pop-up screen will come up where you insert the transaction code.

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2.7.1.4 … with “Add other objects”

Daily used web-addresses can also be entered to your SAP Favorites-menu and started from there

After clicking on ENTER a pop-up screen comes up where you can enter a Text for the link and the Web address or file itself.

Click on ENTER to finish the settings.

2.7.2 Change Favorites

The description of a favorite is always the SAP description for this transaction and can be changed to your requirement. Position the cursor on the node in the favorites list that you want to change and choose the menu

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option for changing a favorite or click with the right mouse-button on the favorite transaction you want to change.

You can then change the text of the favorite.

or right mouse button

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2.7.3 Move Favorites

To move a transaction under your favorites mark it first and move it either

• with Drag and Drop • via the menu option with “Move” or • with buttons

The transaction will move always one line up or down. With Drag and Drop you can pull it to any other position within your favorites menu.

2.7.4 Delete Favorites

To delete a transaction from your favorites menu mark it first and delete it via menu Favorites >

Delete or by clicking on button . After that it will be deleted only from your favorites menu; in the SAP menu it is still available.

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2.7.5 Insert Folder to Favorites

For a better overview and a more structured handling of favorites you can also create your own folders where your favorite transactions can be added to. For example one folder for Accounts Payable transactions and reports, one for Accounts Receivable or one for Month-End transactions. To do this, select the menu option for creating a folder in the favorites list and enter a text for this folder.

The system will add the new folder at the beginning or end of your favorites menu and you can move it afterwards to any position. When creating the transactions first, you can later on move them to their respective folders.

2.7.6 Delete Folders from Favorites

When deleting a folder from your favorites menu all transactions within this folder will be deleted too.

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Keep this in mind.

To do this, mark the favorite folder you want to delete and click on button or choose Favorites > Delete from the menu bar.

2.8 Multiple SAP Sessions

A session is basically another SAP instance on your screen. Multiple sessions allow you to work on more than one task at a time. This can save you time and reduces the need to jump from screen to screen. You can open up to six sessions and do a different task, or even the same task, in each one. Nevertheless, if you try to work on the same record (for example, the customer master record for your company code) at the same time on multiple sessions, you may "lock yourself out" of one of the sessions. If this happens, choose Exit or Back to move out of the transaction. Then you will be able to proceed. We recommend having two sessions in use. If one screen is busy with a function you can still use the other one to carry on working.

2.8.1 Creating a session

You can create a session at any time. You do not lose any data in sessions that are already open. Each session you create is as if you logged on to the system again and every session is independent of the others. For example, closing the first session does not cause the other sessions to close. To create a new session from anywhere in the system choose System → Create session from the menu bar or click on button .

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The system opens an additional window. The new session becomes the active session and remains the active session unless you click on a different (open or new) session. Each session has a session number, which appears in that session’s status bar. It appears in parentheses next to the system name.

2.8.2 Creating a session and a task at once

You can create a session and start a task in one step by using a transaction code. When you open a session with a transaction code, the system displays the initial screen of the task in a new session. In the command field, enter /o (the forward slash and the letter o) followed by the transaction code for the task you want to start. For example, to view the line items for a vendor account you use Transaction FBL1N. To open a session and start this task at the same time, you enter /ofbl1n in the command field followed by Enter.

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The system opens an additional window for the new session and displays the initial screen of the transaction.

2.8.3 Moving among sessions

You can move among sessions as often as you like without losing any data. As long as you remain logged on to the SAP System, you can leave a session for as long as you like. Moving to a different session is like putting a telephone call on hold: You can resume the call whenever you are ready. To move from one session to another, click any part of the window that contains the session you want to go to or click the respective SAP-screen at the bottom of you PC.

The window you choose becomes the active window: it moves in front of all the other windows on your screen. If you have several sessions open, you can minimize the sessions you are not using to significantly

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reduce the system load. When you need to use one of these sessions later, you can restore it by clicking the appropriate symbol in the status bar, making it the active session.

2.8.4 Ending a session

After you are done using a session, it is a good idea to end it. Each session uses system resources that can affect how fast the SAP System responds to your requests. Before you end a session, save any data you want to keep. When you end a session, the system does NOT prompt you to save your data. If you have only one session open and you end it, you will log off from the system. However, before logging you off, the system prompts you to save your data. You can either choose System → End session from the menu bar, or click on button in the upper right-hand corner of the active session. The session is closed and you return to the previous session.

2.9 Tabs

Tabs enable you to enter, display, and alternate between multiple screens. In transactions containing multiple screens, they provide a clearer overview. In addition, tabs enable you to proceed from one tab page to the next without having completed all the data. To access a tab page, select the corresponding tab header. In some cases, you must complete all required input fields on a tab page before you can move to the next tab page.

The fields where an entry is required to proceed look like this:

In the case of longer tab-strips, not all of the tabs appear on the screen. The left and right arrows at

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the top of the tab-strip allow you to scroll to all the tabs. If you choose the button at the right of the tab-strip (where available), the system displays a list of all the tabs on the tab-strip. If you select a tab from this list, the selected tab page moves to the foreground.

Tabs are arranged in order of importance or in the process order of the transaction.

2.10 Radio Buttons and Checkboxes

To enter information in the SAP System, you must sometimes select among several options. In some cases, you can select only one option; in others, you can select more than one. When you can select only one, the options are identified by radio buttons:

To select an option, click the radio button next to that option. The selected radio button is now filled in. To change your selection, click a different radio button. The original button is now empty and the new selection is filled in. When you can select more than one, the options are identified by checkboxes:

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To select one or more options, click the checkbox next to each desired option. The selected checkboxes now contain a checkmark. To deselect a checkbox containing a checkmark, click it again. The checkmark disappears.

2.11 Dialog Boxes

The SAP System displays dialog boxes when it requires more information before it can proceed or when it is providing information, such as messages or specific information about your current task. Before you can continue, you must choose an action from a dialog box. To choose an action, choose one of the buttons at the bottom of the dialog box.

When you end a task without saving your data, or you choose a function that may cause you to lose data, the SAP System usually displays a dialog box in which you are asked to confirm or cancel your action.

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3 Search Helps

3.1 Match Codes (F4-search help)

If you are unsure of the valid entries for an input field, certain input fields enable you to display a list of possible entries. To determine if such a list is available for an input field, you place the cursor in the input field. If possible entries exist for this field, a possible entries arrow or icon appears to the right of the field. Click on this button and a pop-up screen comes up to “Restrict the Value Range”. The possible match-codes for searching field entries are displayed by tabs. To move through the different tabs you can either click on them or use the buttons . The button gives you an overview of all existing match-code IDs. Here you can also select the relevant tab. If you are for example in transaction FK03 – Display Vendor – and you are not sure which is the correct vendor number to be entered, you can search for it.

The number of possible entries for a field may be very large. Therefore the system restricts the number to possible entries to a default of “500” (can be manually overwritten). If the number of possible entries exceeds 500 not all of the possibilities are displayed. In this case the system outputs a message indicating that there are further input options. Note; when marking the field “No restriction” all possible entries will be displayed. Since determining

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all possible entries could be very time-consuming, and can have effects on the performance of the whole system (even for other users) you should not normally use this option. Instead please restrict your search criteria further more e.g. for City …

• Boston: all vendors in Boston will be listed • *Bost* the wildcard * replaces other letters/characters of an entry. By this search

entry the system will list all vendors in Boston and e.g. South Boston and additional criteria for e.g. the Name …

• Arrow* all vendors in above City and with the Name beginning with Arrow will be listed

If you use a wildcard (* or +), the system suggests the selection option 'Find pattern', where '+' stands for a single character, and '*' stands for a string (including empty string). For example: Character Represents all criteria...

B* Starting with B *ankf* Containing the character string ankf, such as in Frankf urt

*r+ Containing an r as the second-to-last character, such as Hamburg

A+++++++a Starting with A, ending in a, and containing any seven characters in between, such as Argentina or Australia

To select a value from the list, double-click it and the system inserts the chosen value in the field.

Always enter your company code when searching for y our own data. Otherwise the data of all Template companies worldwide will be listed.

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Confirm your selection with ENTER or As a result the system would display the following vendors:

If you not only want to search for single entries, then you can use the Multiple selection function too. There are 4 different options:

the selected single values are included in your search

the selected range from From/To is included in your search

the entered single values are excluded in your search

the selected range From/To is excluded in your search

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After you made your selections you have the following possibilities:

3.2 Dynamic selections

Dynamic selections considerably improve report performance because the system retrieves data very quickly when these fields are used. They also provide you with increased flexibility with regard to defining reporting criteria because they enable you to use additional selection fields to define reports in the standard system (for example, Document Type and Currency). If you want to select for example customer line items with a specific document type only, you would proceed as follows:

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In the selection screen click on icon . A dialog box will be shown which displays on the left side all available dynamic selections (= fields) sorted in folders Customer master, Company code and Document. On the right side you find the already available fields (marked in green on the left). To activate new fields just double-click on the requested field on the left and it will be available on the right. The system will now only list the line items according to your specific selection

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4 SAP Lists / Reports

4.1 Output formats

For some reports/lists in SAP you can choose different Output formats.

Based on the report “List of customer addresses” (transaction S_ALR_87012180) some of them together with their different display will be shown below:

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4.1.1 SAP List Viewer

From here you can download the list via List … or System … as mentioned below.

For detailed information on how to create and work with layouts ( ) see Business Process Procedure „BPP_EN_SAP List Viewer (ALV) in Line Item Display.doc“

4.1.2 ABAP List

From here you can download the data as mentioned below or still change back to the SAP List Viewer display.

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4.1.3 Display as table

As you can see, there are lots of different ways to display a report/list in a first step. Depending on the selection and the report you can usually switch to a different view later on and decide then on how to download the data.

4.2 Export Lists / Reports

Instead of printing a report or list you can download it to your local drive. This might me useful for address date or line item displays. Depending or the report/list you have executed there are different ways on how to download data to e.g. Excel.

4.2.1 … export to Spreadsheet (without Filter crite ria)

Choose List – Export – Spreadsheet … from the menu bar. The system informs you that Filter criteria etc. are not taken into account. If you want to download data with Filter criteria then you have to use the option via System which is mentioned later on. General information about what Filter criteria are can be found in the Business Process Procedure “BPP_EN_SAP List Viewer (ALV) in Line Item Display.doc”.

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The system will now display the report/list in Excel and the information can be downloaded and saved as any other excel files.

4.2.2 … save to Local File (with Filter criteria)

Choose System – List – Save – Local File … from the menu bar (Filter - and Subtotal Criteria will be stored too).

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Enter the path and name of the file where you want the system to write the data to.

Click on “Generate” to download the data. After that start Excel, open the file and follow the directions in Excel.

4.2.3 … via icon „Microsoft Excel view“

In some Reports the system provides the icon „Microsoft Excel view“.

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If the system shows you now an empty Excel Sheet, than Macro-Settings are missing. You can correct them as follows: In der leeren Excelanzeige über Extras – Makro - Sicherheit

In tab „Security level“(?) the medium or low level should be activated. Go afterwards to the next tab.

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Here the field „trust access of Visual Basic-Project“(?) has to be marked. Save your settings afterwards with OK.

If you start the report now again and click on icon , the data should be listed correctly in a Excel format and can be downloaded/saved.

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5 Working with the SAP List Viewer (ALV) in Line It em Display

The SAP List Viewer unifies and simplifies the use of lists in the R/3 System. A uniform user interface and list format is available for all lists. Not all lists in the SAP R/3 components use the full range of functions available in the SAP List Viewer but wherever you see the icons which are explained below, you can use them accordingly. For this documentation we will use the line item display which displays the selected line items for one or more accounts in a list. Here nearly all functions of the SAP List Viewer are available. Line items can be displayed for the following account types: • Customer accounts (FBL5N) • Vendor accounts (FBL1N) • G/L accounts (FBL3N) After you have entered your selection criteria for the line item display, the line items you selected are displayed in a list. You can use various functions in this list, for example, to edit the layout of the line item list, or to branch to other functions, such as displaying the document for a line item. Please note; the following explanations are not just available in the line item display but everywhere, where the SAP List Viewer (ALV) is used.

5.1 Navigating within the list

In large lists in which not all the columns can be displayed initially you can use the following icons to move around:

Choose First Column to go back to the column on the left side of the list Choose Last Column to go to the column on the right side of the list Choose Column Right to shift the display one column to the right. Choose Column Left to shift the display one column to the left.

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5.2 Branching to other functions

5.2.1 Displaying the Document for a Line Item

You can select a line item either by double-clicking it, or by highlighting the item and then choosing (or in the classic line item display).

The system displays the account assignments for the line items selected. You have the following options:

Change document change the document if you have the appropriate authorization. Other document... display another document. Document overview branch to the document overview. Next item display the details of the next item in the line item list. Previous item display the details of the previous item in the line item list. Document header display the document header. More data display additional account assignments for the line item.

To return to the line item display, choose . 5.2.2 Changing Documents

If necessary you can change documents by choosing . The system prevents the data in certain fields of a posted document from being changed. These are such fields as the posting amount, account, posting key, fiscal year, and tax amount. Because they have updated certain account balances during posting, these fields cannot be changed and are highlighted in “grey”. Only fields highlighted in “white” can be changed (like header text and header reference, line item text or assignment and payment terms can be adjusted. 5.2.3 Mass Changes

You can use to speed up the process of making changes to customer and vendor line items by changing a group of line items simultaneously, instead of having to change the line items of documents individually. This is possible for Payment data (e.g. Terms of payment, Payment block (vendor only), Payment method and House bank) and dunning data (Last dunning notice, Dunning level (customers only), Dunning block and Dunning key).

In the below example we are going to change the Payment Method (which will be taken from the vendor master record when starting a payment run) for the first 3 items.

Select the line items you want to change by marking the box in front of the line or choose Edit � Select all.

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To enter the new values for the line items, click on or choose Environment → Mass changes → New values. The dialog box New Values appears.

Enter new values for the line items under Payment data, Dunning data and/or Additional data and choose Execute changes to complete the mass change.

The lines are displayed in grey now when returning to the Line Item Display. After List � Refresh the changes will be displayed.

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5.2.4 Check Information

Subsidiaries which do actually print checks in their automatic payment run can display the check information that belongs to the line item which has been paid by check by using the icon .

.

5.2.5 Displaying Account Master Data

From the line item list, you can also display the account master data. Select the required line item first and click on or choose Environment → Account master data. If required select at least one processing option. The system displays the master data for the account specified. To return to the line item display, choose . 5.2.6 Credit Management

Where set up, you can branch to credit management data via Environment → Credit management. Select Master Data, Credit Master Sheet or Credit overview.

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5.2.7 Correspondence

You can request, display, and print customer correspondence. Choose Environment → Correspondence.

When displaying a correspondence you can directly use the print symbol to output the correspondence.

5.3 Editing the layout of the line item display

The functions for editing the layout of the line item display are standard functions of the SAP List Viewer (ALV) and offer the following functions:

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5.3.1 Setting Filters

The Set Filter function enables you to display only those rows that fulfil certain criteria in one or more columns. To set a filter, select one or more columns by clicking on the column header and by choosing or Edit → Set Filter. In the Set Filter dialog box, enter the From/To values for each column selected. Only rows with data within the intervals specified are shown. Example: To display data for cost center 6040 to 6041 and 7110 to 7145, select the Cost center column,

Click on (the field Cost Center is ready for input), click on (multiple selection) and enter in green Tab “Select Range” cost center 6040 to 6041 and 7110 to 7145 (you can also enter all single values in green Tab “Sngl.Values”).

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Use red Tab “Sngl.Values” or “Ranges” to exclude certain intervals from the display (e.g. to display data for cost centers 7100 to 8105 without the data for cost centers 8000 to 8080, select the Cost center column, enter 7100 to 8105 in the green selection range and 8000 to 8080 in the red one. To delete entries for a filter criterion, position the cursor on the appropriate line and choose Delete Condition. To delete all the entries for the filter, choose Delete Filter. Choose Copy to copy the filter criteria and exit the dialog box for Filter criteria with . The Line Item Display will now only show the selected lines. To delete the Filters choose Edit → Delete Filter. 5.3.2 Sorting in Ascending or Descending Order

The functions Sort in Ascending Order and Sort in Descending Order sort the report rows in the respective order for one or more columns. Select a column by clicking on the column header.

Choose Sort in Ascending Order or Sort in Descending Order or Edit → Sort in Ascending Order or Edit → Sort in Descending Order. The rows are sorted in the column selected. 5.3.3 Changing Layouts

You can change the layout of the line item list, that is, you define which columns are displayed, how they are sorted, for which columns totals are created, and so on. Before creating own layouts check first if another user has perhaps created a useful layout which can be used by you too (see item 3.5). To change the layout, choose or Settings � Layout � Change.

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5.3.3.1 Show or hide columns

The Change Layout dialog box shows you which columns are currently displayed (on the left - Tab Line 1) and which additional columns can be displayed if data is available for in it the document (on the right - Hidden fields). The hidden fields can be sorted in ascending or descending order or you can search for entries . Multilevel sequential lists also distinguish between the fields in the header rows and those in the item rows. You change the layout in multilevel sequential lists separately for header rows and item rows. To get additional fields into your actual line item display you can move fields from the left to the right or the other way round, to flexible create the required view. To show or hide columns in the list, the following functions are available:

• With Hide All Fields, you can hide all fields with the exception of the key fields (all fields will be moved from the left to the right). The fields appear under Hidden fields, while the only fields displayed are the key fields.

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• To show all the Hidden fields, choose Show All Fields. The fields appear as Display fields, while the list of Hidden fields is empty.

• To show separate fields, select the relevant rows of the Hidden fields and choose Show Selected Fields. The fields are transferred from the Hidden fields to the bottom of Displayed fields. If you know already the position where a single column should be displayed, you can mark the displayed field where the column should be entered on the left. In our example below we are going to add the field cost center in front of the column posting key.

Mark the line “Cost Center” on the right and the line “Posting Key” on the left.

Afterwards click on Show Selected Fields.

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The fields are both available now for display in the line items.

Click on afterwards to return to the line item display with the new layout. • To hide separate fields, select the relevant rows of the display fields and choose Hide

Selected Fields. The fields are transferred from the display fields to the hidden fields. In the example below we don’t need field “Clearing Document” and move it to the Hidden fields.

Marks the line Clearing Document on the left and click on Hide Selected Fields. The field is transferred from the display fields to the hidden fields

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Click on afterwards to return to the line item display with the new layout. The new layout looks like this now:

5.3.3.2 Sequence of columns

The sequence of columns in the list is determined by the item number in the Item field. The SAP R/3 System arranges the item numbers in the sequence that you use for the columns.

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• To change the sequence of the columns, overwrite the item numbers. • With Refresh, you can sort the display fields according to the item number. You cannot change the item numbers of key fields.

5.3.3.3 Using Clipboard to change position of colum n

Using a clipboard, you can cut a field from the display fields or hidden fields and insert them in the required position.

• To do this, select a display field or hidden field and choose Cut. The field appears in the clipboard. Only one field can be placed in the clipboard. As soon as you cut another field, the field in the clipboard is assigned to the hidden field.

• To transfer a field in the clipboard from a certain position to the display fields, select the field before which the field in the clipboard should be inserted, and choose Paste.

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5.3.3.4 Length of columns

In the Length of display field column, enter the required length, if this is to be different to the standard setting (if you have changed the length of the display field and you now want to return this to the standard length, select the column and choose Get Standard Length).

In the above example we have changed the column Assignment from length 18 to 12, moved the column Business Area to position 13 (to be displayed after column Text), changed the length of column Cost Center from 10 to 6, column Amount in local currency from 20 to 16 and column Text from 50 to 30. These changes should stop us to scroll through the window from left to right because of too many/wide columns. The result looks as shown below:

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5.3.3.5 Group columns into several lines

If you want to group the columns into several lines in order to view all the columns in one window without having to scroll through, for example, choose Line 2 or Line 3.

You can group columns in a maximum of three lines. In sequential lists, you can group the column headers as well as the subordinate rows in a maximum of three lines.

For additional lines, all the remaining hidden fields are available, that is, those that have not been assigned to other lines. Assignment of the hidden fields is carried out as described in point 3.

In the below example we have moved the field Text and Business Area to Line 2:

Always choose Copy to copy the entries and exit the dialog box.

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If you exit the SAP List Viewer without saving the layout (see Saving Layouts), your settings will not be saved. When you next call up the list, the standard settings will appear. You can no longer call up your layout.

5.3.4 Saving Layouts

Choose Save layout or Settings � Layout � Save. In the dialog box, enter a name and a description for your layout.

You cannot give the layout a name that begins with a number, since this type of name is reserved for the standard layouts in the standard system. In general, layouts are available for all users as client-specific standard layouts (that means all subsidiaries world wide could use this layout). In lists in which you can save layouts as user-specific, you can select User-specific and than this layout will only be available for you self. User-specific layouts must begin with a letter (A-Z), non-user-specific layouts (client-specific standard layouts) must begin with "/". The Layout Name and Description should give an idea of what the layout shows. If you have entered sort criteria, subtotals criteria or filter conditions (see further up or down is this documents), you can save the layout with these criteria by selecting the criteria. Choose to save the layout with the criteria entered and exit the dialog box. If a layout with the same name already exists, the system will inform you of this and you can either overwrite the existing layout (Continue) or enter another name (New entry).

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If you always want to use a specific layout when for example starting vendor- or customer line items that you can enter a default layout in your personal settings. Use transaction FB00 (Accounting Editing Options) and choose tab “Line Items”. Here you enter the respective default layouts. 5.3.5 Selecting Layouts

To choose an existing layout for the display of the list, choose Choose layout or Settings � Display layout � Choose. A list of the existing layouts is displayed where you can activate the requested layout with a double-click. 5.3.6 Creating Totals

You can sum one or more columns in the list. The sums can be for value columns and for quantity columns only. If you sum incompatible units such as kilogram and liter, a separate sum is shown for each unit. Select the desired columns in the list by clicking on the respective column headers. Choose (Display Sum) or Edit → Display Sum. Note that the system can only sum columns containing values or quantities. To delete Sums, select the desired column(s) and choose again (Display Sum) or Edit → Display Sum. 5.3.7 Creating Subtotals

You can create subtotals in one or more columns in the list that are not value columns. Before you can create a subtotal, you must have created a total for at least one column (usually this in anyway the amount-column). To create subtotals for just one column select the column for which you require subtotals by clicking on the column header and then on the symbol or Edit � Subtotal (typical possibilities for this would be subtotals by Document type, VAT code or Date). Based on the above cost center example below is a screen shot with subtotals per Cost Center. .

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When creating Subtotals for more than one column choose Subtotal or Edit → Subtotal. The dialog box Define Sort Order appears.

The dialog box Define Sort Order shows all fields you can create subtotals on. On the left under “Sort fields” you can find the standard fields which are available for subtotals or the one you have selected by marking the column header and on the right under “Field list” are the ones which are also available but currently not shown in the list. To select additional fields for subtotalling, select the relevant rows on the right (you can sort the field in ascending or descending order) and choose Show selected fields (arrow key). The selected

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fields then appear in the dialog box as sort fields. The sequence in which the selected fields are shown in the dialog box determines the sequence in which subtotals are created. To change the sequence of the fields, use the functions Cut and Paste. In addition you can specify whether the rows on which a subtotal is calculated are to be sorted ascending or descending. Also set the indicator for subtotals. Exit the dialog box with Copy. To Delete Subtotals proceed as shown above. Select the corresponding row(s) under Sort fields (left) and choose Hide Selected Fields (arrow key). The selected fields then appear in the dialog box under Field List (right). Exit the dialog box with Copy.

5.4 Sending the List as a Document

Besides printing the Line Item Display you can send the list also directly from the display. To send the list as a mail, choose List → Send.

In the initial screen Create Document and Send, the document name, description, and send date are preset.

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Create a note for the list. Enter the recipient mail address and Recip.type “U Internet address”. The following icons can be used in addition:

If you select this field, this document is sent to the recipient as an express message. A dialog box then appears informing the user that an express document has been sent, allowing him/her to switch to the inbox.

If you select this field, the user receives the document as a copy. This means the user receives the document for his/her information and does not need to take any action.

If this field is selected, the recipient receives the document as a blind copy.

To send the mail, choose Send.

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6 Printing

Using the SAP output system, you can output many types of documents on output devices such as printers or fax machines: purchase orders, invoices, delivery note, payroll documents, e-mails, report lists and so on.

Unlike most other programs, which forward print requests directly to the printer, the SAP System temporarily stores the print data. If you want to print data in an SAP System (online or in the background) and choose a print function, such as , the SAP output system creates two types of print requests: 1. a spool request, which temporarily stores the data to be printed in the system 2. an output request, which sends the data to the desired output device

6.1 Personal Standard Printer

The Output Device is usually set up together with your user-ID. Nevertheless it might be necessary to change your printer if you move e.g. to a different office. Under System > User Profile > Own Data you can set up or change your personal printing options.

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A new session will be opened where your User Profile can be viewed or maintained.

The defined Printer under “Output Device” is the SAP printer name which has been assigned to your user. Standard wise your documents/lists will be printed immediately regardless on how many pages

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there are. As the print can’t be stopped afterwards we recommend always to leave the field “output immediately” blank and start the print request manually from the spool (see later on). It is optional to delete all print-outs straight away after their output. They will be deleted anyway automatically after 8 days.

6.2 The Print Window

When you choose one of the print functions set up in your SAP System, such as Print or , a selection screen appears, the print window, in which you can make all entries required for your printout. For example, you can specify which output device you want to use, whether your print request should be output immediately or only stored temporarily, and so on. The appearance of the print window could vary depending on the SAP application. The table below explains the most important fields and functions of the possible selection screens.

Field/Option Properties

Output device Defaults to the printer which your administrator has defined for you it in the SAP System but can be overwritten.

Number of copies Specify the number of copies of printouts of this document that are to be produced.

Print All This option must be selected, if the entire document is to be printed.

Print from page.... To... You can define which pages of the document are to be printed here.

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Additional functions under “Properties” (to be activated via double-click): Field/Option Properties Print out immediately Defaults to your user settings but can be changed. If your default is “do not print

immediately” then here the entry “Send to SAP Spooler only for now” will be shown.

Format default by SAP but can be changed

6.3 Spool Requests

When not printing immediately the system will inform you about the created spool request

Via System – Own Spool Requests (or transaction SP01) you go to the output controller where you can start, change, view or repeat the print out. Here all your spool requests from the previous 8 days which have not been deleted so far. You can either print your document/list straight away by marking the relevant spool no. first and clicking on button .

Or you can view it first and print it afterward.

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In addition you can manually delete spool requests by marking them and hit button (if you don’t want to leave them in for 8 days). The system will ask you if you really want to delete the specific spool request number. If you are sure, confirm the message with “Yes”. Always mark the requested spool no. before you want to do anything with it. It is also possible to still change the printer for already printed or not yet printed spools via the button

.

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When a SAP printer is invalid or you are working in the QMT (Test System) where not all printers are set up, you can instead enter LOCL. The printer LOCL is the standard printer in WINDOWS. When printing via LOCL an own SAPLPD Modus will be created on your computer which starts the print out. It could happen, that not all symbols will be correctly printed but all lines/columns will be adapted to the page. This print option is a quick emergency when working in the Home Office or when the print server should be down because of problems or is not properly installed e.g. in the QMT System. Every SAP printer (usually starting with a PDE number) is installed to one of the print servers with a correct printer driver and therefore should be used standard wise. Nevertheless if there are problems please contact the user help desk.

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7 Personal User Settings

The system administrator sets your User ID up when SAP is implemented. Nevertheless there are different areas in SAP where you can maintain personal data which is relevant for working with SAP.

7.1 Own Data

Under System – User Profile – Own Data you can update/change your communication data like telephone- and fax number or Date formats and printers. Do not change the data under “Address - Person” unless checked with the administrator

Under Tab “Address” you can for example change/update your personal communication data

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Under Tab “Defaults” you can adjust for example your Logon Language, the decimal notation and date format (the Spool Control settings have already been explained in chapter “Personal Standard Printer”).

7.2 Local Layout

In the Standard Toolbar you can find the icon for the Local Layout settings . Even though they are more technical settings, the following ones might be of interest for you:

• Options • Set color to system • Hardcopy • Quick Cut and Paste

7.2.1 Options

Choose the tab Options to change the following default messages settings:

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With the above dialog box setting you enable the system to show for example error messages not just in the status bar but instead via a pop-up screen. Choose the tab Cursor to change the following default cursor settings:

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The above shown settings are SAP standard-settings and might only be changed if necessary. The “Cursor Position” settings are relevant when you select an input field with a mouse-click or tab. The following settings are possible: Automatic Tab at Field End

You can set automatic tabbing (AutoTAB) to have the cursor move between input fields automatically. This function is useful when you are entering a large amount of data and you do not want to press the TAB key to move from field to field.

AutoTAB only works at the end of an input field. For example, if the Material field can hold 12 characters, but the material number you enter is only 7 characters long, you must still press the TAB key to move to the next input field.

Note Cursor Position in Field at TAB: On: Places the cursor exactly where you last clicked within an input field Off: Places the cursor at the beginning of the input field Position Cursor to End of Text: On: Places the cursor at the end of a text in an input field when you click to the right of the text Off: Places the cursor exactly where you click Selecting the text in Edit field: Selects and highlights the text when you tab to an input field. Any input in this field will clear the field Cursor in Lists: On: Marks only one character Off: Marks an entire column Choose the tab Expert to change the following default settings:

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The “Controls” settings are relevant when you select data from a drop-down list e.g. choosing a Document type:

Possibilities for Controls Settings are: Show keys in all dropdown lists: Checked: Keys are also displayed in dropdown lists (e.g. document type). Unchecked: Only texts are displayed in dropdown lists (e.g. only document type description). Sort items by key: Checked: All items in the dropdown list are resorted by key. Unchecked: The items are sorted according to the transaction settings.

7.2.2 Set color to system …

Here you can change the color of the screen in the SAP system (useful for example to distinguish between the QMT and MT3 system when working in both).

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Choose the desired color setting from the color settings list on the left side by placing the cursor on the desired color setting. The name of the selected color scheme is highlighted and displayed in the preview window on the right. To apply the changes choose OK. To close the above dialog without changing any settings, choose Cancel.

7.2.3 Hard Copy

You can print the content of any SAP window if you are working with a Microsoft Windows 32-bit operating system. The window’s content is printed to the default printer specified for your PC.

7.2.4 Quick Cut and Paste

When this function is activated you can cut and paste as follows: 1. Select the text to be cut and pasted using the mouse. 2. Click where the text is to be inserted. The text is inserted where you click.

7.3 Editing Options

You can find the Editing Options in the menu tree under General Ledger Accounting > Environment > User Parameters

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or use transaction FB00 to make user-specific settings for:

• Entering documents (e.g. only in local currency etc.) • Processing open items (e.g. selected items initially inactive when clearing documents) • Displaying line items (e.g. which layout should be used standard wise) • Displaying data in the credit management area (e.g. line layouts)

For further details on these settings please check on BPP “FB00_EN_Account Editing Options.doc”.

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An additional and similar option provides the button “Editing Options” when you are in an Enjoy-Posting Transaction (for example FB60 – Enter Vendor Invoice).

Here you can select additional settings for entering/postings documents in FI (e.g. that the document type can be changed when entering header information for a document which should be posted).

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8 Help Functions

There are different Help functions available not only when working within SAP. Sometimes the information is quite useful but it can also happen that it is not very informative. Please don’t let this stop you to use and check on it.

8.1 F1 Help in SAP

The F1 Help is working in every screen and also on nearly every transaction in the menu tree

Just click on the respective transaction in the menu tree and press button F1 or . The System will give you further information on the selected transaction/process. When you are in a transaction and unsure what the field means you can use the same buttons. The System will then give you additional information on the field content.

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You close the “Performance Assistant” again by clicking on

8.2 Application Help in SAP

If you have a bit more experience and would like to know more about the general process steps in SAP you can use the application help.

The application help provides information on the screen you are working with. Whilst the F1 help explains how to fill out a specific field on the screen, the application help gives you information you may need to complete the task.

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8.3 SAP Library in SAP

The SAP Library comprises all of the online documentation, in HTML format, for all SAP components.

After you have called the SAP Library and selected an application component, a tree structure appears on the left side of the screen. The tree provides a table of contents for the library and corresponds to the structure of the application component hierarchy.

8.4 LiveLink

More detailed information on the Draeger process itself can be found also in LiveLink. You can reach the respective area from the Dräger Medical Intranet via Informationssystem � Corporate Workspaces � Global Projects � SAP Documentation (http://www.medical.draeger.com/livelink/livelink.exe?func=ll&objId=2969325&objAction=browse)

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Under folder “200 Functional Specifications” � “270 Module FI” you can find for example the general process documentation for all FI related areas.

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Interesting might be the folder “500 Training documents” where all Key user training documents are located and also the Business Process Procedure for nearly every transaction but also for some complete processes.

8.5 Help on missing Authorization

It might occur that you want to start a transaction where you have no authorization for. All transactions within SAP are assigned to specific roles which are assigned to every SAP user based on their job description and company code. In FI there is for example the role “J_xxxx_FC_ACCOUNTANT” or “S_xxxx_FC_ACCTS_AP” or general roles like “R_xxxx_XX_UNCRITICAL_MM”. If you do not have the authorization for a transaction, the system will inform you with the message:

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Either enter now straight away transaction SU53 in the transaction-field or confirm the error message first and enter then SU53. The system will check and display the necessary information which is required for this transaction.

Please mail a screen-shot together with the requested transaction to the relevant process expert in Lübeck so they can check why you have no authorization and what has to be done in detail to get it set-up in one of the specific roles. If the information is too long to be printed in a screen shot then you can also print it to the spool and mail us the spool number. We can then view and/or print the spool directly here.

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9 Log of from SAP

You can log off from the SAP System from any screen.

• The safest way is to return with the yellow and green arrow until you reach the last screen and the system informs you that any data you have not yet saved will be lost if you proceed with logging off.

If you are not certain that you have saved all of your data, and you do not want to log off after all, choose No. You return to the screen in which you were working. If you are certain that you have saved all of the data you want to save, choose “Yes”. All of your SAP System sessions close. You have successfully logged off.

• Click the button at the upper right-hand corner of the screen (if you only have one session running). The Log off dialog box appears and you proceed as shown above.

• From the menu bar, choose System � Log off. This is the quickest way which closes all

active sessions but … the system does not ask if data needs to be saved. Use with care!