SAP Basic Skills Self-Study Guide for MIT, Notas de estudo de Análise de Sistemas de Engenharia

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SAP 4.6 Basic Skills

Self-Study

Edition 2.

Doc#: S-010328-BAS-TT-2.

Copyright 2001 © Massachusetts Institute of Technology

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Table of Contents

Introduction

Explains the purpose of the Self-Study, prerequisites, and guidelines for use. Page iii

Lesson 1:

SAP Terminology

Introduces frequently used SAP terminology. (^) Page 1-

Lesson 2:

Logging In

Walks you through the SAP logon process for Macintosh and Windows. Page 2-

Lesson 3:

Basic SAP Navigation

Describes the basic SAP screen, explains moving between menus, matchcode searches, and other commonly used functions.

Page 3-

Lesson 4:

Reporting Fundamentals

Teaches how to define various search criteria necessary for report generation.

Page 4-

Lesson 5:

Basic Report Printing

Covers the basic printing functions available in SAP.

Page 5-

Lesson 6: (optional)

Downloading SAP

Reports

Describes how to download an SAP report to a spreadsheet using either the SAP download button or menu path.

Page 6-

Lesson 7:

User Default Settings

Shows how to set SAP system defaults, i.e., printer name, date format, telephone and address.

Page 7-

Lesson 8: (optional)

End User Customization

Shows how to customize some SAP screens on Macintosh and Windows platforms. Page 8-

Lesson 9:

Log Off SAP

Walks you through the SAP logoff process for Macintosh and Windows.

Page 9-

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INTRODUCTION

SAP stands for S ystem A pplications and P roducts. It is the name of both the online financial and administrative software and the company that developed it. SAP is made up of individual modules that perform various organizational system tasks. MIT has customized and implemented the SAP modules that best suit its organizational needs.

This self-study is designed for MIT employees new to SAP, and it is a prerequisite for all other SAP training.

PREREQUISITES

Before you begin this self-study, you must have the following:

✔ Kerberos user ID. A Kerberos user ID identifies you to the MIT electronic security system. You will use your Kerberos user ID and password for multiple purposes, besides SAP.

✔ SAP user profile. An SAP user profile is established to identify the authenticity of the individual logging on to SAP and to specify the functions that the user is allowed to perform.

✔ Access to both the sap-edu “practice” environment and the SAP Production “live” environment. (The practice environment has the same functions and transactions as the Production environment but has specific data for practice exercises).

! Step # 1 is to obtain a Kerberos user ID, and step # 2 is to contact your Authorized Requester (see next page) to obtain an SAP user profile.

If you do not have all of the above Prerequisites, or if you are not sure whether you have them, please contact the Primary Authorizer in your department, lab or center. To find the name of your Primary Authorizer , refer to the SAP for MIT web site at http://web.mit.edu/sapr3/

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As you continue to work on your own with the SAP system, you will discover that SAP offers many ways of completing standard tasks. This great flexibility allows each user to develop his or her own preferences for using navigation options and system shortcuts.

GETTING HELP

If you have difficulty completing this self-study at your desk:

✔ Attend an SAP Basic Skills lab course with an instructor present

✔ Contact the Business Liaison Team at [email protected] or 252-

✔ Contact your school or area Business Consultant

SAP Documentation, Training, and News Updates can be found on the web. Go

to http://web.mit.edu/sapr3/. Your Gateway to SAP Resources at MIT.

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Lesson 1:

SAP TERMINOLOGY

SAP terminology along with classic financial terminology is used for business at MIT. The terminology presented in this lesson is used frequently both in this self-study and in financial communications at MIT.

OBJECTIVES

In this lesson you will become familiar with basic SAP terminology. At the completion of this lesson you will be able to:

✔ Recognize some with system-specific language

✔ Differentiate between a Cost Center, Internal Order and WBS Element

✔ Distinguish between Master and Transactional data.

! Note: SAP financial terminology is based on general accounting functions. If you do not have an accounting background, it is recommended that you attend the Accounting Fundamentals course prior to taking Basic Skills.

SUMMARY OF BUSINESS RULES

✔ None

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!!!!^ GETTING STARTED

Below is some SAP terminology that will be used throughout this training. Additional terminology may be introduced in subsequent lessons as needed.

Environment : A completely self-contained version of the SAP database,

designated for a specific purpose. A Production environment contains live, real-time data while a non-production environment such as the practice environment holds valid, but not real-time data, and is be used for learning examples. Separate environments do not exchange information. If you enter data into one environment, you will not be able to see that information in another environment

GUI: Graphical User Interface. The SAPgui is the software on your

computer or local server that allows you to connect to one or more of the SAP environments.

Master Data: Master data is a collection of information about a person or an

object, e.g. a cost object, vendor, or G/L account. For example, a vendor master record contains not only general information such as the vendor’s name and address, but also specific information, such as payment terms and delivery instructions. Generally for endusers, master data is reference data that you will look up and use, but not create or change.

Material Group : Material Groups are codes that classify goods and services by

commodity or service type and are used by the Procurement Office for reporting purposes. For example, desks belong to the material group 1920 Furniture and Furnishings.

User Profile: The collection of authorizations a user or set of users has been

granted in order to perform transactions related to their jobs. For example, someone designated as a requisitioner might only have the ability to create and change, but not approve, requisitions.

Transactional Data: Transactional data is data related to a single business event

such as a purchase requisition or a request for payment. When you create a requisition, for example, SAP creates an electronic document for that particular transaction. SAP gives the transaction a document number and adds the document to the transaction data that is already in the system. Whenever you complete a transaction in SAP, that is, when you create, change, or print a document in SAP, this document number appears at the bottom of the screen.

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Transaction Code: A unique command that tells the location of a system task. A

transaction code may contain letters only or a combination of letters and numbers. For example, the transaction code for Display Purchase Requisition is ME53.

Workflow: A routing tool in SAP that forwards documents for review or

approval. For example, a requisition that needs to be approved is sent to the appropriate approver's inbox. Workflow is also used to route journal vouchers, credit card charges, and other documents in SAP.

Cost Object: A Cost Object collects expenses and revenues for a particular

purpose, such as a research project. In SAP there are three types of cost objects: Cost Center, Internal Order, and WBS (Work Breakdown Structure) Element ( see below for definition ).

Cost Center: General or operating Cost Objects are known in SAP as Cost

Centers. Cost Centers are budgeted on the fiscal year.

Internal Order: A non-sponsored Cost Object (for example, funding from the MIT

Provost) used to track costs over periods other than fiscal years. Internal Orders are often created to track gifts or endowments at MIT.

WBS Element: WBS Elements are funded by outside sponsors and are used to

track costs of a particular research project over the entire span of its activity. They may also be created to track other sponsored activities, such as gifts.

G/L Account: G/L accounts are also called Cost Elements in SAP. They are a

classification by expense or revenue type. In the CO (Controlling) module of SAP, the term Cost Element is used. In the FI (Financial) module, the term G/L Account is used. These terms are used interchangeably for reporting, requisitions, and journal vouchers.

For a more detailed glossary of financial terminology used at MIT see the

Glossary at http://web.mit.edu/sapr3/docs/.

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Answers to Self Check

1. Master data - is a collection of data (information) about a person or an object. Transactional data - is data (information) that is related to a single business event.
2. G raphical U ser I nterface
3. c. G/L Account
4. Cost Center, WBS Element, Internal Order

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! NOTES:

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Lesson 2:

LOGGING IN

For this self-study, new users should log into the SAP Practice (sap-edu) environment. The Practice environment allows you to learn and practice the skills used throughout SAP without affecting the live Production environment.

OBJECTIVES

In this lesson you will become familiar with the basic SAP Log On procedure, as well as SAP security terminology. At the completion of this lesson you will be able to:

✔ Log on to SAP from your desktop computer

✔ Understand SAP and MIT security terminology

✔ Understand SAP Authorizations

✔ Identify your Authorized Requester

SUMMARY OF BUSINESS RULES

✔ SAP contains confidential MIT data, therefore new users are authorized (given access to transactions) based on their job responsibility.

✔ Kerberos user IDs and passwords should not be shared.

✔ The Authorized Requester for each department, lab and center requests SAP user profiles for new users.

✔ The SAP Production system logs you off after two hours of inactivity. However, the Practice system ( sap-edu ) does not use this time-out security feature.

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