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CHAPTER 1 INTRODUCTION TO SAP
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Contents 1. What is ERP?
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1.1 Top ERP Softwares based on their popularity globally.
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2. What is SAP?
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3. Conceptual Areas of SAP
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4. System Landscape
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5. What is FICO
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5.1 External Vs Internal
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5.2 Standard Vs Flexibility
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6. SAP Login
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7. SAP Easy Access Screen
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7.1 SAP Screen Layout
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7.2 SAP User Menu
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7.3 SAP Transaction Code
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7.4 Screens/Sessions
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7.6 Navigating with few important Transaction codes
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7.7 Frequently used buttons
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8. How to go to IMG Screen (Implementation Guide)
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9. Basics of Financial Accounting
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CHAPTER 1 INTRODUCTION TO SAP
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1. What is ERP?
ERP stands for Enterprise Resource Panning
ERP is a combination of business management practice and
technology, where
information technology integrates with your companys core
business processes to
enable the achievement of specific business objectives.
Core business processes in most of the businesses are:
1.1 Top ERP Softwares based on their popularity globally.
SAP
Oracle Applications
Infor Global Solutions
The Sage Group
Microsoft
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CHAPTER 1 INTRODUCTION TO SAP
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2. What is SAP?
SAP Stands for Systems Applications and Products in Data
Processing (German: Systeme, Anwendungen, Produkte in der
Datenverarbeitung) It started in 1972 by five former IBM employees
by Wellenreuther, Hopp, Hector, Plattner and Tschira in Mannheim,
Germany, states that it is the world's third-largest independent
software vendor. The goal of the company was to provide large
enterprise customers with the ability to interact with a corporate
database in real-time. Today, the company states that its goal is
"to offer the industry's most comprehensive portfolio of business
performance and optimization solutions for companies of all sizes."
SAP's first software application was a Financial Accounting
Software suite that ran on a mainframe and was known for its
stability. It eventually became known as the R/1 system. The "R"
stands for real-time. During the 1980s, the company went
international, and the second iteration of the R system (R/2)
accommodated different languages and currencies. In the 1990s, the
third iteration (R/3) moved from the mainframe to a client/server
three-tier architecture composed of a database, software
applications and a common Graphical User Interface (GUI). SAP used
the name R/3 until the 5.0 release. At that time the name was
changed from R/3 version to ERP Central Component (ECC). The most
current version as of November 2009 is ECC 6.0.
When the Internet became pervasive, SAP responded by providing
companies with the software they needed to sell goods and services
online. Various Modules available in SAP
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SAPs Market Share in ERP Space
Advantages of using SAP Software
Efficiency and accuracy Integration of various modules Faster
and Cheaper Real time reporting Multiple languages(40+) Multiple
currencies (200+) Multiple countries (225+) Reduced manpower
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CHAPTER 1 INTRODUCTION TO SAP
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3. Conceptual Areas of SAP
4. System Landscape
System Landscape in SAP
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Transport Request
A Transport Request will be saved foe every configuration and
that request will flow from DevelopmentQualityProduction and not
backwards.
Sandbox server: In the initial stages of any implementation
project, You are given a sandbox server where you do all the
configuration/customization as per the companys business
process.
Development Server: - Once the BBP gets signed off, the
configuration is done is development server and saved in workbench
requests, to be transported to Production server.
Quality Server is where the core team members and other members
test the customization.
Production Server: This is the last/ most refined client where
the user will work after project GO LIVE. Any changes/ new
development is done is development client and the request is
transported to production.
IDES is purely for education purpose and is NOT Included in the
landscape.
To view Transport Requests and Release it to Quality, you can
use transaction code SE10
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5. What is FI and CO
5.1 External Vs Internal
FI is updates for external reporting (E.g.: Balance sheet,
P&L statement etc).
CO is used for internal reporting purpose; it helps management
in making decision.
5.2 Standard Vs Flexibility
We need to follow certain accounting rules applicable in the
country in FI reporting. But
we need not follow any rules in CO reporting, so it is
flexible.
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6. SAP Login
To logon to SAP, start the SAP Logon Pad by double clicking on
the SAP Logon icon appearing in the desktop.
The SAP Logon Pad will appear. Select the server and click on
Log On. The SAP
Login screen will appear after this
In the SAP Login screen, type the User ID and Password. User ID
is not case sensitive but password is case sensitive. The password
field is masked, i.e., * cannot be deleted. After entering the User
ID and Password, click on the icon highlighted or press enter.
It is to be remembered that if incorrect password is entered
thrice, the User Account gets locked and the System Administrator
needs to be contacted for unlocking the account.
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Client As a rule, the client represents a company in an SAP
system. This means that in an SAP system with several clients,
several companies can be represented at the same time. The client
has an equivalent as a key field in the tables of the database used
by the SAP system. After you log on to a client, you can access
data for that client only. Clients represent business-independent
entities.
Users User data is stored in the system according to client. For
example, you can log on to client 100 in your system, but not have
a user for client 200. The data for a user within a client is also
known as the user master record.. Password The first time you log
on to the system, you will receive an initial password from your
system administrator. During your first logon, you must specify
your own individual pass word. After this, you use this password
every time you log on. On the logon screen, you can use the New
Password button to change your password up to once a day. Language
When you log on, you can select one of the logon languages that the
system supports. Installed SAP systems can support many languages,
which always include at least English and one other selected
language. The number of installed languages determine which
languages are supported by your system. After successful login, the
first screen to be displayed is called the Session Manager.
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7. SAP Easy Access Screen
7.1 SAP Screen Layout
After successful login, the first screen to be displayed is
called the Session Manager or
SAP Easy Access Screen
Various Screen elements in SAP easy Access Screen are as
below:
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7.2 SAP User Menu
SAP Menu is used to group all Transaction Codes / Applications.
The SAP Menu
can be expanded and collapse menus in the navigation area by
choosing the down
arrows to the left of the menu items. To open an application in
the navigation area,
Double-Click the node.
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7.3 SAP Transaction Code
A Transaction Code can be started in four different ways
o Position the cursor on the Transaction in the SAP Menu and
press Enter.
o Double click on the required Transaction in the SAP Menu.
o Position the cursor on the required Transaction in SAP Menu
and select Edit Execute (or press F2).
o Expand the Command Field and enter the Transaction Code.
If the transaction codes/ Technical names are not displayed for
the transactions
Select Extras from MenuSelect Settings Select Display Technical
names Check box
If you know a Transaction Code, that can be entered directly in
the Command Field as
below and Press ENTER
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If the Transaction is preceded by a /N, then the transaction
opens in the current
session.
If the Transaction is preceded by a /O, then a new session is
opened for the
transaction. This means that multiple sessions are used.
7.4 Screens/Sessions
SAP allows users to work on maximum up to 6 screens
simultaneously.
To open a new screen select and to close select .
Alternatively, you use below options.
7.5 SAP User Settings
Users can maintain their own settings by choosing System User
Profile Own Data.
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Select and maintain defaults for Decimals, Date formats and
printer.
Save
7.6 Navigating with few important Transaction codes
/n to end the current transaction /nF-02 to start transaction
F-02 from another transaction. Without the /n prefix, you can start
transaction F-02 only from the SAP Easy Access. /O to display a
list of your own sessions. /oF-02 to start transaction F-02 from
another transaction in a new session. /nend to log off a session
with a confirmation prompt. /nex to end a logon session without a
confirmation prompt. /i to delete the current session.
Navigating with Help Functions F1 Key With F1 key you can get
the documentation help about the particular
field and Technical parameter of that field. F4 Key With F4 Key
you can input the possible input values for the particular
field. SAP Online Library You can access the SAP Library from
the Menu path
Help>SAP Library where you can access the whole documentation
of SAP.
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7.7 Frequently used buttons
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8. How to go to IMG Screen (Implementation Guide)
SAP Easy Access Screen Vs IMG Screen
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Use below menu path or
Alternately use transaction code SPRO (SAP Project Reference
Object)
Double click on SPRO in the above screen
Click on
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IMG /SPRO Screen
To view transaction codes/Technical name in IMG screen, use
below option
Additional information Additional informationDisplay Key IMG
Activity
Normally, last 4 letters would be the transaction code; this may
not work for all activity.
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9. Basics of Financial Accounting
Accounting Fundamentals: Accountancy is the art of communicating
financial information about a business entity to users such as
shareholders and managers. The communication is generally in the
form of Financial Statements that show in money terms. Accounting
is defined by The American Institute of Certified Public
Accountants(AICPA) as The art of recording , classifying and
summarizing in a significant manner and in terms of money ,
transactions and events which are , in part at least, of financial
character, and interpreting the result thereof Accounts are
categorized in to 1. Nominal account, 2. Real account and 3.
Personal account. 1. Nominal a/c - Accounts of expense or losses
and incomes and gains. Rule: Debit expense or losses, Ex: Expenses,
Purchase, Salary, Wages, Interest Paid etc Credit incomes and gains
Ex. Income, Sales, Commission Received, Interest Received etc
2. Real a/c Rule: Debit what comes in, Those related tangible
aspects, ex: assets, cash, etc.. Credit what goes out. 3. Personal
a/c Accounts of persons and organizations. Ex: Customers, Vendors
etc. Rule: Debit the receiver Credit the giver Case Study: Commence
Business with Capital: The owner of the business starts his
business by investing $10000. So Bank a/c of Business receives the
owners money ( Known as Capital a/c) . Here Bank a/c and Capital
a/c are Personal accounts. Accounting entry will be Debit Bank a/c
Dr. [Debit the Receiver] [Posting Key 40] Credit Capital a/c
[Credit the Giver] [Posting Key 50] Both these accounts are G/L
accounts. So posting key 40 for Debit G/L and Posting Key 50
for Credit GL account
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What is Profit and Loss Account?
This Profit & Loss A/c reveals Net Profit or Net loss at a
given time of accounting year. All expenses and losses appear on
debit side of the P&L account. Sales, other incomes and gains
appear on credit side of the P&L account.
What is Balance Sheet?
The Word Balance Sheet is defined as a Statement which sets out
the Assets and Liabilities of a business firm and which serves to
ascertain the financial position of the same on any particular
date. On the left hand side of this statement, the liabilities and
capital are shown. On the right hand side, all the assets are
shown. Therefore the two sides of the Balance sheet must always be
equal. Capital arrives Assets exceeds the liabilities. Equation of
Balance Sheet:
Capital = Assets Liabilities Liabilities = Assets Capital Assets
= Liabilities + Capital. Objectives of Balance Sheet:
1. It shows accurate financial position of a company. 2. It is a
gist of various transactions at a given period. 3. It clearly
indicates, whether the company has sufficient assents to repay its
liabilities. 4. It shows the profit or Loss arrived through Profit
& Loss A/c. The difference between Profit and loss account and
Balance sheet are;
Balance sheet discloses the financial position of the business
on a particular date, whereas, profit and loss account discloses
profits earned or losses suffered during an accounting period.
Profit and loss account is prepared for the accounting period
ending, whereas, Balance sheet is prepared as at the last day of
accounting period.
Accounts which are transferred to Balance sheet do not lose
their identity and become the opening balances for next period,
whereas, those accounts which are transferred to the profit loss
account are closed and cease to exist.