Starting the SAP System - Nelson Mandela Universitytutor.nmmu.ac.za/norma/BSW2111/Starting the SAP System.pdf · Starting the SAP System ... Accounting Document: If the movement is

Starting the SAP System

Procedure

To start the SAP System, choose the icon for the SAP System.

For example, start the SAP System by double-clicking the SAP icon in your SAP application window.

Result

The logon screen (in the example below, with the title SAP R/3) appears in a new window. You are now ready to log on. Type in your user name [Your student number]

1. In the Password field, enter the initial password “init. 2. As you type the initial password, the asterisks remain in the field, and only the

cursor moves. As a security measure, the system does not display what you type.

In the SAP System, passwords are not case-sensitive.

3. Choose Enter. 4. The system automatically displays the new password dialog box. You must change your initial

password.

If you do not see the new password dialog box, check the status bar (Bottom of Screen) for a system message. You may have entered an incorrect client number, password, user ID, or language key.

5. In the New password field, enter a new password.

Memorize your password. You cannot log on to the SAP System without it.

As you type the new password, the asterisks remain in the field, and only the cursor moves. As a security measure, the system does not display what you type.

Result

In the standard SAP System, the SAP Easy Access initial screen appears, as shown below.

Using the Navigation Area

Procedure

You can expand and collapse menus in the navigation area by choosing the dropdown arrows to the left of the menu items, as in the example below:

To open an application in the navigation area:

Double-click its node, or

Choose Enter, or

Choose Edit Execute

Exercises

1. Logon to the SAP System using your User ID and newly created password. 2. Update your user profile by clicking on System > UserProfile > OwnData.

2.1 Use the “MatchCode” (Pull down arrow key) to select a Form of Address (Ms, Mr,

Company) 2.2 Remove your student number and type in your own surname in the Last Name

field 2.3 Type in your first name in the First name field. 2.4 Enter your Course Discipline [Accounting or Auditing] in the Function field. 2.4 Click on the Tab “Defaults” (See above screen) and place a tick in the “Output

immediately” Check Box. (This means that any reports you print will immediately be printed and not spooled. Ensure that your date format has the DD/MM/YYYY, and Decimal notation is 1,234,567.89 .

2.4 Click on the Save icon to save your changes.

Navigating the SAP R/3 system practical (Hand your answer sheet back at the end of the practical session) Displaying a Sales Order.

The Sales order is the central document in SD. During order entry, information on the customer and

products or services is recorded on this document. The sales order number used in the R/3 system is a

unique number, whereas a customer’s purchase order number may not be unique.

To view an existing sales order:

Logistics > Sales and Distribution > Sales > Order > Display

In the Search Criteria section, type CC-76653 in the Purchase order No. text box.

Click the Search button.

Double click anywhere on the order to display the Standard Order screen.

Review the Standard Order.

1. What is the Order number? ___________________ 2. What is the name of the Sold-to-Party______________________________________________

Review the All Items sections. For the first (topmost) item listed what is the :

3. Material Number (part number) ordered_________________________________________ 4. Order Quantity_________________________________

Click the Cancel button. Notice how the sales order number is redisplayed in the Sales Order: Initial

Screen.

Return to the SAP Easy Access Menu.

Double-click Display to redisplay the Sales Order: Initial Screen. Review the Sales Order.

5. Is this the same order number as the one displayed on the Standard Order Overview Screen?

______________

Notice that the R/3 system “remembers” the most recent sales order number .

Click the Cancel button to return to the SAP Easy Access Menu.

Displaying Product Information

Master Data about the products is the basis for processing business transactions in Sales and

Distribution.

The general Data and the sales and distribution data in the material master record are most relevant.

General Data: General data in a material master record is identical for every sales organization, plant, and storage

location. General data, which is important for all departments, is always entered by the department that

creates the first part or view of the master record. Examples of General data contents are the material

number that identifies it, the material description, units of measure, value, weight, volume, and

divisions.

Sales and Distribution Data.

S&D data in a material master record is defined for a specific sales organization and distribution

channel. Examples of S&D data are the delivery plant, the assignment to the sales group,

grouping terms for price agreements, and the sales texts. The fact that a material is linked to a

distribution channel allows the material to be sold with different conditions through the various

distribution channels.

To display master data about a product: Logistics > Sales and Distribution > Master Data > Products > Material > Trading Goods > Display Click in the Material text box. Notice the Search Help button on the right. Previously called the Match

code.

Click the Material Search help list button to open the search help selection dialog box.

In the Material Description text box type *CYCLE* as the text string you want to find. Click the Start

Search button. (The green tick)

Select the material value 1400-510. (Double Click)

On the Display Material (Initial Screen) click on the Select View(s) button and select ALL views as

displayed in the figure below.

Click the Enter button to display the Organizational Levels dialog box.

Click the Plant Search Help list button to display Possible Entries. Double-click anywhere on the value

3000 to choose the plant number, and return to the Organizational Levels dialog box.

Click the Continue (Enter) button to view the material 1400-510. Click on the different tabs to display

the various data, such as sales organization data, and the general/plant data.

Review the data in the Sales Organization 1 section.

6. What is the base unit of measure?____________________ (Look up the description of the base

unit of measure)__________________________

7. a. What is the Standard Price of this Cycle _________________________

b. What quantity is currently in stock_______________________________(unrestricted

use)

Click on the Exit button to return to the SAP Main Menu.

Producing a Cost Centre Report.

Cost Centre Accounting is used to determine where costs occur in the organization based on a specified

cost centre as an activity within Financial Module processing. The Cost Centre is an organizational unit in a

controlling area representing a clearly defined or delimited location where costs occurred.

To produce a Cost Centre Report

Expand Acounting > Controlling > Cost Center Accounting > Information System > Reports for Cost

Center Accounting > Plan/Actual comparisons. Double-click on Cost Centers: Actual/Plan/Variance

In the Set Controlling Area dialog box enter 2000 in the Controlling area. 1997 in the Fiscal Year text

box, 1 in the To Period text box.

In the Selection groups section, click the Search Help button for the Cost Center group to display the

Cost center group dialog box. Enter 2000 in the Controlling area text box, then click proceed to select

the cost center group. Scroll the list as needed and select H3220 to complete the selection in this dialog

box.

Click the Execute button on the application toolbar to produce the cost center report.

Review the ALV report:

8. What is the actual cost for Salaries-Base Wages?_________________________________

Right click on the Plan Costs and select Sort Descending. Notice how the rows are sorted from the

highest to the lowest value.

9. Which Cost element has the second highest planned amount

___________________________________

Return to the Main Menu.

Preparing a Profitability Analysis report.

Profitability analysis (CO-PA) is a financial module activity that lets you evaluate market segments or

strategic business units such as company codes. A market segment is a classification according to

products, customers, orders or any combination of these. A company code is used to classify the

business areas of the profit centres with respect to a company’s profit or contribution margin. The aim

of the CO-PA system is to provide your sales, marketing, product management, and corporate planning

departments with information to support internal accounting and decision making.

Review the profitability of the Motor Cycle Helmet.

To prepare profitability analysis report:

Expand Accounting > Controlling > Profitability Analysis > Information System. Double-click Execute

Report to open the Set Operating Concern dialog box.

Click the Operating concern Search Help list button to display the list of defined operating concerns.

Select IDEA as the desired operating concern.

In the Run Profitability Report: Initial screen , select report IDES-011 Daily Contribution Margin

analysis, then execute the report.

Enter 1997 in the Fiscal Year box, 1 in the From Period box, and 12 in the To Period box.

Click Execute.

Click the Product button under the Navigation section to display the Motor cycle Helmet 1400-400

10. What is the actual revenue of the Motor cycle Helmet in 1997-

__________________________________

11. Change to Divisions and find out what the actual sales quantity for the Motorcycle division is

__________________________________________

Exit the report.

Creating a Purchase Order List

To create a purchase order list for a purchasing group by using a variant:

Expand Logistics > Materials Management > Purchasing > Purchase Order > List Displays.

Double-click By Vendor to display the Purchasing documents per vendor.

Type 3000 in the Purchasing organisation text box, 010 in the Purchasing Group text box, and 3200 in

the Plant. Click Execute to display the Purchasing Documents per Vendor List screen.

Click anywhere on the PO number 4500005014 to select the PO document. Click on the Item overview

and Header details to expand these areas if they are not visible.

Review the purchase order document.

12. What is the Short text for this PO item?______________________________________________

13. What is the PO Quantity for this

item?________________________________________________

Return to the SAP Menu screen.

Producing an Inventory Transaction History Report.

When posting a goods movement in the SAP System, the following documents are created:

Material Document: In the Inventory Management system, when a goods movement is posted, a

material document is generated that serves as proof of the movement and as a source of information

for any applications that follow.

Accounting Document: If the movement is relevant for Financial Accounting, (That is, if it leads to an

update of the G/L accounts, an accounting document is created parallel to the material document.

Document Numbers: A document number and the material document year identify a material

document. The company code, the document number and the fiscal year identify an accounting

document.

Use an inventory history report to review the material documents for plant 3000.

To create an inventory transaction history report:

Expand Logistics > Materials management > Inventory Management to display the Inventory

Management Menu.

Expand Environment > List Displays. Double-click Material Documents to view the Material Document

List screen.

Enter 1400-510 in the Material text box, 3000 in the Plant number and ensure that no other fields are

filled. Click on the Execute button. Click anywhere on the material document then click the Choose

detail button to display the details of the material document.

14. What is the movement type:______________________________________________________

Return to the Material document list screen and using the menu item environment see if you can find

the Stock overview screen.

15. What is the unrestricted use amount for this material?_________________________________

Return to the Main menu.

Performing a Material Consumption Analysis

Access to manufacturing information to plan and produce products is necessary in manufacturing

planning and execution processing.

Material Usage: The material usage analysis can be carried out for manufacturing and production

orders. By using the material usage analysis, you are able to ask and answer the following question:

What were the total components used for a material? Which components were affected by the material

usage? What was the original requirements quantity, and what was actually taken from inventory?

Preparing to analyse the material consumption at the New York plant using a standard analysis

Expand Logistics > Logistics Controlling > Shop Floor Information System > Standard Analysis.

Double-click Material Consumption to display the Material Usage Analysis Selection Screen.

Enter 3000 in the Plant text box and delete all other values. Select Execute.

Double-click anywhere on the Plant name New York to select that plant and to perform a drill-down

that displays the details of the material usage. Right Click on the Withdrawal Qty column heading to

select that column, then click the Top N…button on the Application toolbar to open the Top N.. dialog

box. Enter 4 in the Number text box to specify that as the number of items you want displayed. Then

click Continue. Click the switch drilldown button on the application toolbar to display the Switch

drilldown dialog box, click the Component option button to select that drill-down then click the

continue button to display the Top N component list.

Review the Material Usage Analysis.

16. Which component has the largest quantity withdrawn?__________________________

17. What is that quantity?__________________________

Return to the SAP Menu.

Displaying a Predefined EIS Report.

An executive information system provides information about all the factors that influence the business

activities of a company. SAP-EIS is an executive information system that is used to collect and evaluate

information from different areas of a business and its environment. To achieve this, an individual SAP-

EIS database is set up that has data supplied from various sub information systems such as the financial

information system, personnel information system, logistics information system, or cost accounting. As

data comes from different areas, the data is structured in different data sets known as aspects. An

aspect consists of characteristics or dimensions and key figures. Characteristics classify the data by a

dimension such as a division, region, department, or company, whereas key figures are the data

measured such as revenue, fixed costs, variable costs, number of employees, or quantities produced.

Each aspect contains the data for a different business purpose. One aspect may be defined for logistics,

while another is established for human resources. Data can be analysed using report collections that are

created individually for specific requirements.

To examine the Customer Analysis: Invoices Sales report:

Expand Information Systems > Logistics > Sales and distribution > Customer. Double-click Sales to

display the Selection Screen. Type 1400* in the first Material text box and 2000* in the “to” material

box; 1000 in the Sales Organization text box, and 01.1998 in the first Month and 12.2000 in the “to”

Month text box. Type usd in the Analysis currency.

Click the Execute button.

Click the Switch Drilldown… button. Select the Material option button, then click the Continue button.

Click Invoiced Sales in the report heading and sort the column in descending order.

Click the Graphics button on the application toolbar (or right click anywhere on the report and select

Graphics…) to display the Graphic: Choose Key Figure dialog box.

Click the Invoiced Sales check box and the billing quantity check box to unselect these key figures.

Select Continue to display the Customer analysis: Invoiced Sales graph in the SAP Business Graphics

window.

Notice how the sort descending placed the largest values at the back of the 3D graphic so that the

smaller values are more visible. Click the Overview button on the Application toolbar to display a

graphic with Key figure comparison graph. See figure below.

Click the Right button on the Application toolbar to display a graph with the Material.

Click Motorcycle Helmet in the Material list to select that material and display a graph for that material.

Review the bar chart and compare the gross invoice sales to the invoice sales cost.

18. What are the gross invoice sales for Motorcycle Helmet? ____________________________

19. Which Material key figure’s Invoice sales cost is greater that the Invoice sales gross?

_________________________________________________________________

Return to the SAP Easy Menu.

Transaction code:

An R/3 transaction code is typically a sequence of four alphanumeric characters that uniquely identifies

a screen and a report as a task or transaction in the R/3 system. A transaction is immediately initiated

by entering the transaction code in the Command Field and pressing the Enter key.

Finding the transaction code:

To find the transaction code for the ABAP workbench Editor goto:

Tools > ABAP Workbench > Development . Double click ABAP Editor.

Select System > Status. In the SAP Data box locate the Transaction Code SE38.

Exit back to the main menu and enter SE38 into the command box. (See Figure below) Press

Enter. You should be immediately be taken to the ABAP Editor: Initial Screen.

Exit back to the Main Menu.