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1. SAP Navigation

2. COURSE OBJECTIVES
 Understand terms and concepts in SAP
 Access the SAP system
 Understand and use the Easy Access screen and other
screen components
 Learn how to navigate within SAP
 Learn how to work with different sessions of SAP
 Learn how to set up your work area to make your job
easier
 Learn how to print and download reports
 Access Help functions
 Access TITAN training materials
 Understand how to run training tutorials

3. SAP Basic
Navigation
Lesson 4: Navigating in SAP
Lesson 5: Working with Sessions
Lesson 3: Screen Features
Lesson 1: SAP Overview
Lesson 2: Log on/off SAP
COURSE OVERVIEW
Lesson 6: Customizing your Work
Area
Lesson 7: Printing & Downloading
Reports
Lesson 8: Finding Help
Lesson 9: Accessing Training
Materials

4. Lesson 1: SAP Overview
 SAP stands for Systems,
Applications, and Products
in Data Processing
 The SAP system is a fully-
integrated system where
activities in one area
generate activities in
another area
 The system provides
online, real-time
information and one place
for input of data

5. Modules in SAP
 SAP is made up of various functional
modules
 Each module covers a different
business function
 Tarrant County is using the following
modules:
CO Controlling
FI Financial Accounting
HR Human Resources/Payroll
MM Materials Management
GM Grants Management
FM Funds Management
TC is also using the ESS (Employee
Self Service) web-portal for
employees to enter time data and
maintain personal data. This data
is then updated automatically in
the SAP system.

6. Data
 SAP contains two types of information
►Master Data
 A collection of information about an object or person
 It is referenced whenever that object or person is used in an
entry field
 This data does not normally change
 Examples are address and payment information for a supplier or
customer
►Transactional Data
 Information associated with a specific business activity
 Users enter this information in SAP
 Changes from day to day
 Examples are:
– Personal time entries
– Invoice information
– Purchase requisition information

7. Terms
Standard SAP terms:
 Application – computer program
 Client – unit in SAP system where data is input, changed, and managed
 Data – pieces of information; numbers or text
 ERP – Enterprise Resource Planning; designed to integrate and run all aspects of
an organization
 Information – data that has been collected
 Integrated – transactions that are completed in one module or process trigger
transactions in other modules
 Menu Path – sequence of menu selections that should be followed to get to a
function or screen
 Module – portion of SAP system that carries out a specific business function
 Real-time – describes how data that has been entered into the system is
available immediately after the transaction has been saved. Everyone has
access to the same data.
 Session – instance of SAP; allows multi-tasking within system
 Transaction – screen or series of screens to create, display, or change data
 Transaction code – (t-code) unique identifier for each transaction that allows
you to get to a transaction without going through the menu
 User role – assigned to each employee; set of activities used by the employee
 Variants – a saved set of personal selection criteria which can be used for lists
and reports

8. Terms (cont’d)
Tarrant County terms:
 GASB – Governmental Accounting Standards Board
 Go-Live – date when SAP module is scheduled to run live in
production system
► Phase I – 10/01/03
► Phase II – 07/06/04
► Phase III – 04/01/05
 Legacy System – existing County system that either interfaces
with SAP or provides data for start up of SAP
 Production System – live SAP system used for normal
operations
 SME – subject matter expert; County employee who has
experience or expertise in a specific functional area
 TITAN – Titan Integrated Task Access Network; County
implementation of SAP system

9. Lesson 2: Log on/off SAP
 To log on, click SAP Logon Icon on
your desktop
 Select the SAP client to access
► PRD = Production
► TRN = Training (Sandbox)
 Double click on selected client or
click Logon button
 Ensure the Client Id field is
correct or change if needed
► Production = 400
► Training Sandbox = 520
 Enter user Id and password
► User Id and initial password
assigned by TC IT Dept.
► Tab from User Id to Password field
► Just type your password in the
field to overwrite the symbols that
are there
► This is the same user Id and
password that you currently use in
either ESS or SAP

10. Password Management
 The first time you log on the SAP system,
you will be prompted to change password
 Put your cursor at the beginning of each
field and enter the same new password in
both fields, overwriting the symbols in the
fields. Click

11. TC Password Rules
 The same password is used for SAP and ESS in
production
 8 characters; 1 must be numeric
 Cannot be same as user Id
 Cannot be same as prior 5 passwords
 Required by TC policies to change every 45 days
 Keep a record of your password
 Don’t share your User Id or Password

12. Log off
 To log off, click on Exit
icon on standard
toolbar
 A pop-up window will be
displayed asking
whether you really
want to log off
►Click to
continue log off process
 Click ‘X’ in upper right
corner of SAP logon
pad on desktop

13. Lesson 3: Screen Features
Easy Access Screen
Enter
Icon
SAP Pull-
down Menu
SAP
Standard
Toolbar
Application
ToolbarCommand
Field
Status Bar
Session and
System
Number
Minimize,
Maximize,
Close
buttons
Menu Path
This is the
standard screen
displayed when
you log on to
SAPDivider can be
adjusted from
left to right by
putting your
cursor on the
line and
dragging

14. Standard Toolbar Icons Functionality
- Confirm information entered
- Save entered information
- Move to previous screen
- Exit current area or SAP
- Cancel or stop current transaction
- Find an entry in a screen or table
- Find next instance of same data
- Print
- Scroll up to first page
- Scroll down to next page
- Scroll down to last page
- Open a new session
- Create a desktop shortcut to SAP report,
transaction, or task
- Provide SAP help
- Scroll up to previous page
- Enter transaction codes
- Customize local layout

15. Common Application Icons & Functionality
- Execute an application, program,
or report
- Change an existing entry or record
- Display/view an existing entry
or record
- Get pick list of possible values
for selected field
- Copy an existing entry or record
- Indicates a field is a required field
- Delete an existing entry or record
- Create new entries or records
Application Icons change as the screen changes
- View previous record in a
transaction
- Add a transaction to the Favorites
folder
- View header information - View line item information

16. Screen Components
 Radio Buttons – click in circle
to select option
 Check boxes – click in box to
select option
 Buttons – click on button to
select option
 Entry fields – type data
directly in field

17. Screen Components (cont’d)
 Pick list – possible entries for a
field. If a pick list is available,
you will see the matchcode
symbol. Access the pick list by
clicking on matchcode symbol in
a field
 Pop-up window - windows that
appear for data entry or
explanation
 Tabs – appear on some
transactions for selection of
various screens

18. Screen Components (cont’d)
 The status bar is at the bottom of every screen in SAP
 Left Half – displays system messages. Three types of messages are
displayed:
► Information messages – displayed in green. (Read and then click the
button within the message to clear)
 Example
► Warning messages – displayed in yellow. (Read and then click the
button within the message to clear)
 Example
► Error messages – displayed in red. (Correct the error or click the
button to cancel)
 Example
Note: The process to display system messages in pop-up windows in addition
in the Status Bar is discussed in Lesson 5 – Activating Pop-up Windows

19. Screen Components (cont’d)
 The status bar is at the bottom of every screen in SAP
 Right half – displays system and logon information
 DV1 – SAP client
 (2) - number of the session currently in play
 USSAND - application server
 INS – mode for data entry
– INS = insert
– OVR = overwrite
– See Lesson 4 for more information on data entry modes
► Click on the button to view additional information
on the system

20. Lesson 4: Navigating In SAP
Transaction Codes
 From Easy Access Screen
– Enter transaction code
 From other screens
– Enter /nxxxx (where ‘xxxx’ =
transaction code) to go to another
transaction within same session
– Enter /oxxxx (where ‘xxxx’ =
transaction code) to go to another
transaction in a new session
Transaction codes are the unique identifiers for the screens in SAP.
They are entered directly in the Command Field on any screen. Click
the Enter icon or press Enter on your keyboard after entering the
transaction code. The transaction code and the name of the
transaction are displayed in the SAP menu. See Lesson 6 on
Customizing Your Work Area to learn how to set up the transaction
codes in the menu.

21. Menu Paths
Follow the Menu Path by
clicking once on the arrows or
[+] next to the folders and
expanding the view until the
desired transaction is
reached.
When the transaction is
displayed, double-click on the
transaction to go directly to
its initial screen.
Favorites
Folders &
Sub-folders
Transactions

22. Favorites
 You can click on these
Favorite transactions when
you open the menu path on
the Easy Access Screen.
 See Lesson 6 – Customizing
Your Work Area to learn
how to set up these
Favorites.
Rather than searching through the Menu Path for your most frequently
used transactions, you can set up your own Favorites

23. Entering Data
 Data is information entered into a field in SAP.
 Data can be entered as either an insert or an overwrite in
data entry fields. It is important to know which mode of
entry you are in before you attempt to enter data:
► When in Insert Mode, new data is added to the data already in
a field. To replace the data, highlight it and press the Delete
key on your keyboard
► When in Overwrite Mode, new data replaces the data currently
in the field (an example is entering your password on the logon
screen)
 You can determine which mode you are in by looking at the
status bar at the bottom of the screen.
► INS = Insert
► OVR = Overwrite
► Click here to move between the two modes

24. Ending a Transaction
►When finished with a transaction if updates
have been made, click to save
►To exit from a transaction, click until
you return to the SAP Easy Access screen

25. Creating Desktop Shortcuts
 Right-click on the
transaction line item in the
menu
 Select the action Create
shortcut on the desktop
 Message displayed in the
system bar at the bottom
of your SAP screen or in a
pop-up window
SAP allows you to create a shortcut on your desktop that will
take you directly to your commonly used transactions
Note: the shortcut appears on your computer desktop as an
icon displaying the name of the transaction. You must be logged
on to SAP for the shortcut to work.

26. Screen Messages
 Messages appear in a pop-up window or in the Status Bar
 Message symbols:
► Indicates an Error message
 Correct the error or click the button to leave the
transaction
 Error must be corrected to leave the transaction
► Indicates a Warning message
 Read and click the button or to clear
► Indicates an Information message
 Read and click the button or to clear
 Traffic light icons are also used to display document status
Entry is accepted and approved
Entry is ready for approval
Entry is rejected

27. Lesson 5: Working with Sessions
 Multiple sessions allow you to look up information in one transaction
while entering information in another transaction
► Saves time and reduces the need to move from screen to screen
within the same session
 It is recommended to have at least 2 sessions open at any time but
not more than 3-4. Maximum allowed is 6.
 To create a new session, click on the Create Session button
on the standard toolbar
 If you need to retrieve data or view another transaction while
working in a different transaction, you can open another session and
immediately access the transaction desired
► Enter /o in the Command Field followed by the transaction code
for the transaction you want to access in another session

28. Moving Between Sessions
►To move between sessions:
 With your Windows taskbar displayed at the bottom
of the screen, click on the button for the
appropriate session
►The session number is displayed in the status bar at the
bottom of your screen

29. Moving Between Sessions (cont’d)
►The session number is displayed in the status
bar at the bottom of your screen

30. Lesson 6: Customizing Your Work Area
 SAP allows you to personalize various settings to make your work go
faster and enable you to navigate through the system easier. The
next few pages will take you step by step through setting up these
items:
► Displaying transaction codes in the menu
► Creating favorites
► Creating variants
► Using your personal role-based menu
► Defaulting standard data in certain fields
► Activating pop-up windows for information and system messages
► Setting start transaction
► Setting your default printer

31. Displaying Transaction Codes in Menu
 The standard SAP menu displays only the names of transactions.
Setting up the menu to also display the transaction code allows you
to relate the code with the name and use the code to quickly
navigate through the system. To set this up:
• Go to the SAP menu at the top of the screen
and select Extras>Settings
• A pop-up window will be displayed
• Click on the Display Technical Names checkbox
to activate this setting
• The transactions in the menu on the Easy
Access screen will display both the transaction
code and the transaction name

32. Identifying Your Transaction
 To find the transaction code for a screen you are in,
select the in the status bar at the bottom of the
screen you are on.
• A pop-up window will display
• Look at the Transaction item to
see the transaction code

33. Creating Favorites
 From the Menu Path, locate the
transaction you want to add to
your Favorites folder and click
once to highlight it
 Click on the Add to Favorites
button to copy that
transaction to your Favorites
folder
or
 Highlight the transaction and
drag and drop it directly to the
Favorites folder
Rather than searching through the Menu Path for your most frequently
used transactions, you can set up your own Favorites. You can then just
double-click on the transaction in the Favorites folder on the menu and you will
go directly to that transaction.

34. Creating Favorites (cont’d)
You can also create a favorite item using the Windows Menu
 Select Favorites>Insert
Transaction from the SAP
menu at the top of the screen
 A pop-up window will appear
 Enter the transaction code in
the field and click the Confirm
button

35. Creating Favorites (cont’d)
You can set up new folders
within the Favorites folder to
sort your transaction to make
your daily tasks easier
 Right click on Favorites folder and
select Insert Folder
 Enter new folder name in pop-up
window
 Click Confirm
 New folder is displayed. Move
transactions to this folder as needed
using the process described on the
previous two pages
 You can re-order transactions within
the Favorites folders by dragging and
dropping them

36. Creating Variants
Variants are short-cuts to save time from entering or selecting the
same information each time you execute certain transactions or
reports
Using variants will lead to more consistent, accurate, and timely
information from the SAP system
The same process is used to set up a variant for each transaction
code. Based on the transaction code, the field options or selection
indicators may change slightly
For certain reports or transactions, pre-defined variants may have
been set up for use at Tarrant County. See the Quick Reference Card
for that report or transaction to get the name of those ‘Master’
variants
A master variant can be used as is or as a template to create your own
personal variant. You should first check to see if a master variant can
be used before you create a personal variant from scratch

37. Creating Variants (cont’d)
To retrieve a master variant when in a transaction
► Click on the Get Variant button from the selection screen
► Your User Id will be defaulted in the Created By field
► Delete your User Id from this field and click the Execute
button to see a list of all available variants
► If a master variant is available, you can modify the selection
criteria to meet your requirements
► Click the button to save and change the name of the variant
to whatever you want to name it. Click the button again.
To create a variant from scratch:
► Go to the desired report or program
► Enter the desired selection criteria on the report selection screen
► Click on the button to save the criteria
► Type in your variant name and description
► Click on the button again to save your variant
The next time you go to this same report or transaction, click to
retrieve your previously-saved variant

38. Using the Role-Based Menu
There are two menu paths available in SAP.
 One is the standard SAP menu which displays all folders and
transactions in SAP. You will see all SAP transactions; but
depending on the role you have been assigned, you will have access
to only specific transactions within this menu.
 The other menu path is a role-based menu customized specifically
for your role and containing only those transactions to which you
have access.
 To access this menu, select the User Menu button at the left
of the toolbar located just below the SAP Easy Access title
User Menu SAP Menu

39. Defaulting Data in Certain Fields
Setting Parameter Id defaults will automatically populate certain fields
with standard data, such as company code, currency, controlling area,
purchasing area, etc. This will save you from having to enter these values
every time that field appears within the system. This is a one-time
setup. To set up these default parameters:
 From the SAP menu at the top of
the screen, select
System>User Profile>Own Data
from the pop-up window.
 The Maintain User Profile screen will appear
 Select the Parameters tab

40. Defaulting Data in Certain Fields (cont’d)
 Enter the following data in the Parameter Id
and Parameter Value columns. The Short
Description column will populate automatically.
Note: Any existing parameters should be retained.
If the following values are not in this list, they
should be added:
Parameter Id Parameter Value
AFP TC01
ARB TC01
BP2 0
BUK TC01
CAC TC01
EKO TC01
EVO TC01
FIK TC01
FWS USD
GM_BDGT_VERSION 0
GM_GRANT_TYPE 01
KPL TC01
SCL X
 Click the Save button
Note: EKO, EVO, and VERSION are the
letter O; all other values are the number
zero 0.

41. Activating Pop-up Windows
 You should set up the option to activate pop-up windows to allow you
to see system messages and information messages when they are
required. System messages will also be displayed on the left-hand
side of the status bar at the bottom of the SAP screen.
 Click the Customizing Local Layout
button from the Easy Access Screen
 Select Options from the pop-up window
 Click on the following indicators under
Messages so that a check mark appears in
the checkbox:
 Dialog box at success message
 Dialog box at warning message
 Dialog box at error message
 Click the OK button to close the Options
pop-up window

42. Setting Your Start Transaction
You can set a frequently-used transaction as the start-up transaction
when you log onto SAP. This transaction will replace the standard Easy
Access Screen that typically appears. Setting your start transaction
will save you time if you typically use only one transaction or use one
transaction more frequently than others.
 From the SAP menu at the top of
the screen, select
Extras>Set start transaction
from the pop-up window
 Enter the transaction code that you
want to be your Start Transaction in
the pop-up window
 Click the Confirm button

43. Setting your Default Printer
You should set the printer you use every day to be your default printer
in SAP so that all items you print will automatically go to that printer
► From the SAP menu at the top
of the screen, select
System>User Profile>Own Data
► Select the Defaults tab
► In the Output device field, type
local (lower case)
► Click the button
Note: You do not have to enter the name
of the printer; just the word local. If you want
your information to print to a different printer,
you must enter the printer name.

44. Lesson 7: Printing Screens & Downloading
Reports
 Print a hard copy of a screen
► This prints a hardcopy of only the information you
can see on a screen
 Click on the button at the right side of the
standard toolbar
 Select Hardcopy
 The screen will print to your default printer
 Capture a screen shot
► This will capture a copy of a screen in a Word
document and provide a soft copy that can be
printed from the Word document, stored as a soft
copy, or sent to someone via email
 Display the screen you want to capture
 Click and hold the ALT button and click the Print
Screen/SysRq button on your keyboard
 Open Microsoft Word application
 Click and hold the CTRL button and click the ‘V’
key on your keyboard
 The screen shot will be pasted to the Word
document

45. Printing Screens & Downloading Reports (cont’d)
 Accessing & Running Reports
► Enter transaction code in Command Field
► Enter selection criteria as required for the specific report or
select a variant using the Get Variant button if
applicable
► Click Execute button to run the report
 Printing Reports
► After the report has been run and while in that transaction
code, click the Print button
► The report will print to your local printer if you have set it as
a default. See Lesson 6-Setting Your Default Printer.

46. Printing Screens & Downloading Reports (cont’d)
 Downloading Reports
► To create a soft copy of a report, you
can download the data to a PC
► Do this after the report has been run
and while in that transaction code
 Select
List>Export>Spreadsheet from the
SAP menu at the top of the screen
 Select the Table radio button
 Select the Microsoft Excel radio
button
Note: If the file is very large, you may have to
download to Local file first and then export
to Excel.
► The data is exported to an Excel
spreadsheet
► Save the Excel spreadsheet and
name it appropriately
► The spreadsheet can then be
formatted as desired to use the data

47. Lesson 8: Finding Help
 There are three types of help in the SAP system
► Field Help – provides help or documentation on a particular
field
 Documentation – explanation of the purpose for a particular field
and the information entered in that field
 Possible Entries – a list of the valid values or the picklist for a
particular field
► Screen Help – provides help or documentation on a particular
screen or application
► System Help – provides ‘global’ help for the entire SAP
system

48. Field Help
 Documentation
 With cursor in the field in
question, click the Help button
from the standard toolbar
 SAP documentation on the field is
displayed
 Possible Entries
 With cursor in the field in
question, click the Possible
Entries button at the right
side of the field
 A picklist of possible entries is
displayed

49. Screen or Application Help
 To access screen help for a
particular screen, select
Help from the SAP menu at
the top of the screen while
in that screen
► Select Application Help
from the pop-up window
displayed
► An example of the help
documentation that will be
displayed

50. System Help
 To access SAP global system
help, Select Help from the SAP
menu at the top of the screen
► Select Glossary from the pop-up
window displayed
► An example of the
documentation that will be
displayed
► You can select any item from
the left-hand side of the pop-up
window and information on that
item will be displayed on the
right-hand side
 Another SAP help source is
help.sap.com accessed through
your Internet Explorer

51. Additional Help
1
2
3
Review the on-line help in SAP
Ask your peers or super user for
assistance.
Review your training materials
and notes.

52. Tarrant County Help
Problems with running tutorials?
 Training Mailbox –
titansaptraining@tarrantcounty.com
After utilizing the various methods of help on
the previous page, if you still have questions or
problems
or
If you have problems at any time with accessing
SAP, printing, computer or network problems,
etc.
Contact the Tarrant County IT Help Desk at
817-884-3507

53. Lesson 9: Accessing Training Materials
 All TITAN training materials for Phase II are stored on the Tarrant County
website
 This website is accessed through your Internet Explorer from any computer
that has internet access; you do not have to be on the Tarrant County
network. The URL for direct link to the Training Materials website is:
http://www.tarrantcounty.com/titan/lib/titan/training/index.asp
 Set up this website as a favorite in your web browser for quick future access
 Enter the URL above in the address
field in your browser
 When you reach the website, go to
Favorites>Add to Favorites in the
Browser menu
 A pop-up window will be displayed with
a default name for the site. Click OK.
 To access this site in the future, just
click on the Favorites item in the browser
menu and highlight the name for the
website. You will go directly to the
website.

54. Accessing Training Materials (cont’d)
 Review the instruction page to understand how to use the website
 Click on the Courseware link at the top of the Instruction page
 A Listing of Courses will be displayed
 Click on the Course Title to see a general description of the
content of the course
or
 Click on one of the buttons beside the Course Title to go directly
to either the Overview, Quick Reference Cards, or Tutorials
 These training materials will be available for your use and
reference at any time

55. Running Tutorials
 An additional learning tool is being provided with the Phase II SAP
implementation -- Tutorials
 Tutorials are simulations of the SAP system that take you through a
transaction step-by-step in a mock SAP environment.
 These can be viewed in two ways:
► As a movie that takes you through the transaction in a demonstration, or
► As an interactive, hands-on practice session that stops on each screen and
directs you to make entries in fields or take actions per instructions
provided by the wizard and in the bubbles
 Tutorials are provided with each course in the Finance and Purchasing
training
 A list of the tutorials is provided at the end of each course.
 Go to the Training Materials website to access and run these tutorials.
Detailed instructions are provided on the website when you click on
the Tutorials button
Happy Tutoring!!

56. Training Sandbox
 An SAP environment (Training Sandbox) where you can practice
your skills in a real instance of SAP will be available after June 18
 The sandbox can be accessed through the standard logon process
discussed in Lesson 2 of the SAP Basic Navigation course
 The only differences are:
 Highlight the Training environment on
the Logon pad
 Click logon
 Enter 520 in the Client field
 Enter the same User Id and Password
you are assigned for Production
Feel free to practice any of the tasks in the basic navigation course
and any of the transactions included in other courses you take.
Use the Quick Reference Cards to walk you through the
transactions.

57. Course Summary
 Congratulations!!
 You have now completed the SAP Basic Navigation course and
are ready to use the SAP system
 You have reviewed the following items:
► Understand terms and concepts in SAP
► Access the SAP system
► Understand and use the Easy Access screen
and other screen components
► Navigating in SAP
► Working with sessions
► Set up your work area
► Print and download reports
► Access Help functions
► Access TITAN training materials
► Understand how to run training tutorials