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Logging on to System:

  • A client is, in organizational terms, an independent unit in the system. Each client has its own data environment and therefore its own master data and transaction data, assigned user master records and charts of accounts, and specific Customizing parameters.
  • We log on the system by entering the client no -> user name -> password -> language.
  • For a user to log on to the system, a master record must exist in the system for that user. To protect access, a password is required for logon.  The password is hidden as you type (you only see asterisks).
  • SAP R/3 Systems are available in several languages. Use the Language input field to select the logon language for each session.
  • Multiple logons are always logged in the system beginning with SAP R/3 4.6. This is for security as well as licensing reasons. A warning message appears if the same user attempts to log on twice or more.  This message offers three options:
    *Ÿ Continue with current logon and end any other logons of the same user in the system
    *    Continue with current logon without ending any other logons in the system (logged in system)
    *    Terminate current logon attempt.

Screen Fields:

  • Command field: You can use the command field to go to applications directly by entering the transaction code. You can find the transaction code either in the SAP Easy Access menu tree (see the page User-Specific Personalization) or in the appropriate application by choosing System®  Status.
  • Standard toolbar: The icons in the standard toolbar are available on all SAP R/3 screens. Any icons that you cannot use on a particular screen are dimmed. If you leave the cursor on an icon for a moment, a QuickInfo appears with the name (or function) of that icon. You will also see the corresponding function key. The application toolbar shows you which functions are available in the current application.
  • Checkboxes: Checkboxes allow you to select several options simultaneously within a group.
  • Radio buttons: Radio buttons allow you to select one option only. 
  • Tabs: Tabs provide a clearer overview of several information screens.
  • Status bar: The status bar displays information on the current system status, for example, warnings or error messages.

SAP Easy Access

  • SAP Easy Access is the standard entry screen displayed after logon. You navigate through the system using a compact tree structure.
    You can include an image on the right-hand side of the screen such as your company logo. Assuming you have the appropriate authorization, you can find a detailed description of the necessary settings by choosing Extras ® Administration Information. Note that this image is stored in the system and transported to the SAP Frontend every time it is called by SAP Easy Access. Although this transfer is compressed, the image for the initial screen should not be bigger than around 20 KB. You can prevent this image being called by switching off the calling of the image under Extras®Settings. See also User-Specific Personalization

Selecting Function

 You can select system functions in the following ways:
Ÿ Use the mouse to choose: Menu options, Favorites, and SAP Easy Access options
Ÿ Use the keyboard (ALT + the underlined letter of the relevant menu option)
Ÿ Enter a transaction code in the command field:
A transaction code is assigned to each function in SAP R/3 Systems. You can access the assigned transaction code from any screen in the system. For example, to display customer master data, enter /n and the appropriate transaction code (in this case /nfd03). You can find the transaction code for the function you are working in under the Status option of the System menu. Other possible entries:
­  /n ends the current transaction.
­  /i ends the current session.
­  /osm04 creates a new session and goes to the transaction specified (SM04).

  • You can also use the keyboard to go to the command field. Use the CTRL + TAB key combination to move the cursor from one (input) field group to the next.
    Use TAB to move between fields within a group.
    By entering search_sap_menu in the command field, you can search for and display the menu path for a SAP transaction. You can also search for text strings.

Role Based User Menu

  • A Role describes a set of logically linked transactions in the system. These represent the range of functions users typically need for their work.
  • User roles (previously "activity groups") have to be set up using the Profile Generator so that SAP R/3 System users can work with user-specific or position-related menus.
  • With Release 4.6, predefined user roles from all application areas are included in the standard system.
  • Users who have been assigned a user role can choose between the user menu and the SAP standard menu.
  • Every enduser can personalize the initial screen using Favorites. You can create your own Favorites list containing the transactions, reports, files, and Web addresses that you use most often.
  • You can add favorites either by choosing Favorites or  by using the mouse to "drag and drop" items into the Favorites directory.

Field Help: F1 and  F4

  •  For help on fields, menus, functions, and messages, use F1.
  • F1 help also provides technical information on the relevant field. This includes, for example, the parameter ID, which you can use to assign values for your user to input fields, which have to refer to these parameter IDs.
  • For information on what values you can enter, use F4. You can also access F4 help for a selected field using the button immediately to the right of that field.
    If input fields are marked with a small icon with a checkmark, then you can only continue in that application by entering a permitted value. You can mark many fields in an application as either required entry fields or optional entry fields.  You can also hide fields and pre-assign values using transaction or screen variants or Customizing

SAP Library:

  • SAP R/3 Systems provide comprehensive online help. You can display the help from any screen in the system.  You can always request help using the Help menu or using the relevant icon (the yellow question mark).
  • You can access the SAP Library quickly and comfortably by using the SAP Service Marketplace. There you can find the SAP Help Portal under Knowledge and Training, where you can not only access Help in HTML format, but can also perform efficient full-text searches in the SAP Library. If you have the SAP Library installed, you also have, of course, these opportunities within your company.
    You can access the Help Portal directly at

Menus: System and help

  • The System menu contains, among others, the following options:
    Ÿ Create/End Session: Allows you to create and end sessions. The maximum number of sessions can be set to a number between 2 and 6, by the system administrator.
    Ÿ User profile: This is where you can enter user-specific settings. For example, you can use Parameter IDs in Own Data, in order to set default values for specific user-dependent fields in the system (for example the company code field).
    Ÿ List: Contains important list functions, such as searching for character strings, saving in PC files, printing, and so on.
    Ÿ Status: Enables you to display important user and system data.
    Ÿ Log off: Ends the R/3 session with a confirmation prompt.
  • The Help menu contains, among others, the following options:
    Ÿ Context-sensitive Application Help
    Ÿ Access to the SAP Library
    Ÿ a Glossary

User Specific - Personalized

  • The end user has many possibilities for personalizing the system. Some are described below:
    Ÿ You can alter the layout of your initial screen under Extras ® Settings, for example by switching off the image in the right-hand part of the window or by turning on the option to display the technical names (transaction codes) in the SAP Easy Access Menu.
    Ÿ Among other things, you can activate a quick cut and paste in the Options menu. Using Options you can change the reaction speed of the QuickInfo that is displayed when you hold your mouse cursor over an icon or a push button.
    Ÿ By following the path System® User profile® Own data, you can set personal standard values. You can choose the tabs Address, Defaults, and Parameters. As an example, the setting of Parameters is explained here:
    ­     Parameters: Here you can set defaults for frequently used input fields. In order to be able set a default value for a field, it must have been assigned a Parameter ID.
        Procedure for finding the Parameter ID: Go to the field for which you wish to set a default value. Select the F1 help, and then choose Technical Info. The system displays an information window that contains the relevant parameter ID under the heading Field Data (as long as the field has been assigned a Parameter ID).

Table Settings

  • Use the Table Settings function to change, in the table control, the individual basic table settings that are supplied with the system. This is particularly useful for tables where you do not need all the columns. You can use the mouse to drag and drop column positions and widths, or even make the column disappear.
  • Save the changed table settings as a variant. The number of different variants you can create per table is not restricted.
  • The first variant is called the basic setting; the SAP System defines this setting. You cannot delete the basic setting (you can delete the variants you define yourself).
  • The table settings are stored with your user name. The system uses the variant currently valid until you exit the relevant application. If you then select the application again, the system will use the standard settings valid for this table.
    Note: you can change table settings wherever you see the table control icon in the top right-hand corner of a table.

Personalizing the frontend with GuiXT

  • SAP R/3 Systems offer numerous options for settings and adjustments:
    Ÿ Define default values for input fields
    Ÿ Hide screen elements
    Ÿ Deactivate screen elements (dimmed) 
    You can do this by, for example, defining transaction variants.
  • SAP offers GuiXT, as of SAP R/3 Release 4.6. In addition to all of the above functions, you can now:
    Ÿ Include graphics
    Ÿ Convert fields and add pushbuttons and text
    Ÿ Change input fields (or their F4 help results) into radio buttons
  • GuiXT scripts are stored on the Frontend. In accordance with local scripts (which can also be stored centrally), the GUIXT scripts determine how data sent from the application server is displayed. These scripts can be standard throughout a company, or they can be different for each Frontend.
    NOTE: The GuiXT will support the Workplace only as of the end of the year 2000. This means that until then you should use either the SAP GUI for the Windows Environment and the GuiXT or the Workplace with the SAP GUI for HTML (or the SAP GUI for Java or the SAP GUI for Windows).
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