1. Griffith Business School
7150AFE Business Information Systems
SAP – an Introduction

2. Objectives
 Logging on to SAP
 The SAP Main Menu
 The SAP Interface
 On-Line Help
 Using Transaction Codes
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3. What is SAP?
 ‘Enterprise Resource Planning’ (ERP) software - an
enterprise-wide, integrated, relational-data-base,
client-server information system.
 SAP software is said to be the largest-selling software
of its type in its target large-firm market. Versions
include R/3, ECC5.0 and ECC6.0.
 SAP has also released SME solutions e.g.
SAP* ‘Business byDesign’.
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4. Griffith Business School

5. Main SAP Modules
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This diagram provides a glimpse of some
of the main modules in an SAP system.
Some are accounting related, but others
are concerned with logistics and human
resources. Industry solutions are
available for most industries worldwide.
Workflow is a module that helps to ensure
that the steps in processing transactions
are followed in an appropriate sequence
and in a timely manner.
SAP software is seen as enterprise-wide
since it can cover all areas within an
organisation. All SAP modules are fully
integrated, sharing database tables and
automatically updating related areas,
such as the general ledger.

6. Griffith Business School
SAP Easy Access Menu

7. The Build or Buy Decision?
 Build = In-house development – some issues:
» Tailored to needs; but best practice?
» Need qualified staff
» Time and cost of development
» Risk of software errors
» Documentation to be developed
» Ongoing maintenance
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8. The Build or Buy Decision?
 Buy = Enterprise system - some issues:
» Ready-made – software written, tested and widely used
» Incorporates best practice
» Well-documented
» Training available
» Perceived as more expensive
» Must be configured to suit organisation (customisation)
» Changes do not require substantial programming effort
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9. Four Accounting-Related Processes in SAP
 Logistics
» Materials Management (MM - Purchases of inventory)
» Sales and Distribution (SD - Sales of inventory)
 Accounting
» Financial Accounting (FI)
 General ledger
 Accounts receivable (Customers)
 Accounts payable (Vendors)
 Fixed assets
» Controlling (CO)
 Cost centre accounting
 Activity based costing
 Profit centre accounting
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10. Business Case for Implementing SAP ERP
 Some reasons given for installing SAP software:
» As part of a business process re-engineering effort.
Yes, SAP R/3 installation facilitates BPR.
» As part of a well-planned IT strategy.
Yes, the company should follow a proper process of strategic planning, identifying needs
and selecting an appropriate solution.
» To get a jump on competitors.
No, companies get competitive advantages as a result of their management and business
processes. SAP R/3 can however deliver timely information to facilitate management
decision making.
» To keep up with the Joneses.
No, not a convincing reason for installing R/3. Only if it is the right solution for the
organisation. The decision must be driven by business considerations rather than a
desire to be ahead technologically.
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11. Business Case for Implementing SAP ERP
 Strategic planning and software selection should
precede implementation of any application software.
 IT strategy should be derived from, and aligned to the
business’s strategic direction.
 Thought process: Information needs  IT
Applications Selection of IT solution.
» IT strategic development takes into account all aspects of the
company’s information storage, retrieval, transmission and
computational capabilities, including LANs, PCs and their software,
WANs, business systems hardware and applications software.
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12. Business Case for Implementing SAP ERP
 Key considerations when considering an ERP solution:
» The complexity of the business, including vertical
integration and international operations.
» The size of the business, in revenue.
» The scope of the functionality needed.
» The degree of sophistication and unique
requirements.
» The budget.
 SAP – single vendor solution, fully integrated, global,
industry specific
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13. Specific Industry Solutions
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Aerospace and defence Healthcare
Automotive Construction
Banking Oil
Electronics Public Sector
Real Estate Retail
Chemical Transportation
Consumer products Telecommunications
Education Utilities

14. Griffith Business School
7150AFE Business Information Systems
SAP Navigation

15. First some Terminology
Important distinction:
» An ‘instance’ or ‘system’ is a copy of SAP software installed on
a server (computer). Normally at least 3 instances are used –
development, quality assurance, production. Different users log
in to these instances. Each instance has its own copy of the
SAP database. We are using the AU1 system.
» A ‘client’ is a logical subset of the SAP database. When a user
logs in, they select the system and then the client. Different
users will be authorized to log in to each client. We are using
client 300.
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16. Selecting a System, e.g. ECC6-49a

17. Logging on to SAP
 Receive your user ID and password from your course
lecturer
 Double-click on SAP Logon on the desktop, or
Programs > SAP Front End > SAP Logon. Select
system ECC6-49a and click Log On
 Enter the client ID (300), user ID (GUI1-### ) and
password (initially gui1ides)
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18. Selecting Client 110

19. Logging on to SAP
 Click the CHECK (Green Tick )
button in the upper left-hand corner of
the screen
 If this is your first login, you will be
prompted to change your password
immediately.
 After changing your password, and on
subsequent logins, you may see the
Copyright Window. Read this and
click CONTINUE.
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The CHECK button should be
clicked whenever a user is ready
to move to the next screen.
It is the equivalent of pressing the
ENTER key.
It is used to acknowledge a
system message.
The name is not case sensitive.
The password is case sensitive.
The password should contain at
least 6 characters and should not
be a guessable word. At least one
character should be a number or
symbol.

20. Logging on to SAP
 To log off from SAP, click the CLOSE ( ) button or
EXIT ( ).
 To change your password, log on as usual but click on
NEW PASSWORD. Enter the new password etc.
before clicking the CHECK .
 You can change your password only once per day.
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21. The SAP Main Menu
Main Menu screen shows major
features of the screen which remain
the same.
The Menu Bar shows the menu
options applicable to the process
you have selected.
The blue bar is the Title BAR –
shows screen being used
There are also a CHECK (ENTER)
icon, Function icons, Function
buttons and a Command Field
(where transaction codes may be
entered for quick access to menu
options).

22. The SAP Main Menu
 If not already displayed, to view the full main menu, enter S000 in
the command box (top left hand corner) and press Enter.
 The menu options correspond to the major capabilities of the
SAP system.
 You will be interested mostly in the Accounting, Information
Systems and Tools capabilities.
 As options are selected, submenu choices appear.
 ‘Transactions’ such as Enter G/L Account Document are
executable functions – you execute them by clicking on them and
then click on Execute (or just double-click them).
 NOTE
» As you navigate through SAP, the Menu Bar options will change to
reflect the pertinent choices for what you are doing in that area of
the software.
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23. Submenus and Transactions
Accounting Menu

24. The SAP Interface: Fields
 Fields are used to accept and display data.
 The length of the field shows how many characters
can be entered.
 The cursor shows the current active field in which data
will be entered.
 Some fields are mandatory. Failure to enter data will
result in an error message.
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25. Entering Data

26. Field Types
 There are four different field types that you may
see within an SAP screen:
» Display only
» Mandatory
» Optional
» Selection

27. The SAP Interface: Dialog Boxes
 Dialog boxes are used to display or request data from
the user.
 A dialog box becomes the active window, with its title
bar highlighted.
 Data must be entered or the operation cancelled to
return to the original screen.
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28. The SAP Interface: Toolbar
 The SAP toolbar is a row of tool buttons across the top
of the screen.
 Shadowed tool buttons are not available on the current
screen.
 CHECK - checks the entered values and moves
to the next screen if the data is OK. Otherwise, an
error message is displayed.
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30. The SAP Interface: Toolbar
 POST/SAVE - saves the current record and backs out
to the prior screen. Missing data is highlighted on the
screen.
 BACK - backs out to the prior screen in the same
process.
 EXIT - backs out to the previous level.
 CANCEL - aborts a process and discards the data.
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31. Toolbar Options
SAVE

32. The SAP Interface: Toolbar
 PRINT - prints the current document.
 FIND - finds specified text or numbers.
 FIELD LEVEL HELP - tells you how SAP uses this
field.
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33. Toolbar Options

34. The SAP Interface: Status Bar
 Message Area - displays warnings and errors (in red).
 System info - displays server, session and client
information, e.g. AU1 (1) (300).
 Option to display username or transaction code, e.g.
FB50.
 Insert/overtype Indicator - press Insert key to switch,
e.g. OVR.
 Up to 9 sessions may be open at once.
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35. The SAP Interface: Status Bar
Message Area

36. Griffith Business School
System info

37. On-Line Help
 Help is always an option on the menu bar.
 SAP options under Help include Application Help, SAP
Library and the Glossary, which defines all the
technical terms applicable to this software.
 Field-level/context-sensitive help is also available.
While creating a document, click on or press F1.
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38. SAP Library

39. Application Help

40. Help with this Transaction
 http://help.sap.com/saphelp_erp60/helpdata/EN/7c/5a6df45
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41. Using Transaction Codes
 Each transaction (executable function) has a transaction code.
Just select the option and press System > Status. The System:
Status screen is displayed with other technical data.
 An example of a transaction code is ME52 - Change: Purchase
Requisition.
 Transaction codes are the basis for assigning authorizations to a
user.
 For a shortcut to this transaction, enter /nME52 in the Command
Field.
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42. Displaying Transaction Codes
•Go to Extras and choose Settings
Click on Extras > Settings

43. Displaying Transaction Codes

44. Using Transaction Codes
 /n - abandons current screen and switches to
the selected transaction.
 /o - starts a new session, keeping the current
session open.
 You may Alt/Tab between the two open
sessions.
 A new session may also be opened using
System > Create Session. You don’t need to log
on again.
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45. Activity
1.Describe how SAP can assist an
organisation to optimise its value
chain?
2.Why might a firm decide to
implement only certain modules in
SAP rather than a complete
installation?
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46. Installing SAP @ Home FAQ’s
1. How do I go about installing SAP on my personal computer?
2. I have a Windows computer. What do I do?
3. I have an Apple MAC. Can I follow the same instructions as
Windows users?
4. What is a connection file and why do I need it? Where does it go?
5. My list of systems in the logon screen is empty. Why?
6. What is the SAP support contact email?
sap_support@qut.edu.au
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47. 1. What was the most important thing that
you learned in this session?
2. What questions do you still have about the
material covered in this session?
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Session Outcomes

48. Griffith Business School
Are you ready to meet SAP?
Ready, set, go ….

49. Next Week
 Workshop Activities
 Lecture
Griffith Business School 49