1.2 Help Functions and Personalizing SAP

7/23/2019 1.2 Help Functions and Personalizing SAP

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About This Module

Duration: 40 Minutes

Module Knowledge

• Using Help Functions

• Using Status Messages

• Using SAP Library and Application Help

• Using Favourites

• Using Web Links

• Custoi!ing o" Local Layout#$ptions

Target Audience

• Application Consultant

• Support Consultant

• %ec&nology Consultant

• Pro'ect Manager

• Pro'ect Stake&older

• (usiness User

• )nd User

• Super # *ey # Po+er User

•

About This Topic

SAP provides a nuber o" "eatures you can use to get &elp as you +ork,

-n t&is lesson. you +ill e/aine SAP "ieldspeci"ic &elp, %&is type o" &elp provides1

• -n"oration about a speci"ic "ield Allo+ed values "or speci"ic "ields. enus.

"unctions. and essages

• 2ou +ill also learn &o+ to searc& "or allo+ed values,

Estimated time to complete this topic: 30 MinutesObjective(s)



• Access F3 and F4 "ieldspeci"ic &elp

! "elp

! "elp # $usiness E%ample

Hello. -5 6eanPierre, -5ve recently been &ired by -7)S. t&e parent to a group o" anu"acturing. distribution and "inance copanies located in a nuber o" countriesaround t&e globe, -5 taking on a position +orking as a %raining Coordinator, -5responsible "or developing training docuentation and "or coordinating trainingsessions, - speak bot& Frenc& and )nglis& "luently,

Meet 6eanPierre +&o &as recently been &ired by -7)S as Personnel Adinistrator,

He is responsible "or t&e aintenance o" eployee aster data, He speaks bot&

Frenc& and )nglis& "luently,

! "elp eatures

• For t&e relevant "ield. F3 &elp provides bot& application and tec&nical

in"oration 8suc& as t&e paraeter -79,

• As an alternative to c&oosing F3. you ay also click Help ,



W&en you are +orking +it& SAP. it is iportant to recogni!e +&en you need &elp,2ou ust also identi"y t&e type o" &elp t&at you need,

%&is is t&e "irst tie 6eanPierre is using t&e SAP syste, As &e is entering eployeeaster data. &e encounters a "ield labeled -n"otype, He does not kno+ +&at data t&is"ield re:uires,

6eanPierre &as recogni!ed t&at &e needs &elp to enter data correctly in t&e -n"otype"ield, %&is eans &e needs "ieldspeci"ic &elp, Wit& SAP. t&is is easy to get,

%o get &elp. 6eanPierre needs to click to place &is cursor in t&e re:uired "ield andt&en use t&e "unction keys at t&e top o" &is keyboard,

6eanPierre ay press F3 to see t&e descriptive te/t and tec&nical in"oration aboutt&e -n"otype "ield, %&e F3 &elp provides ore in"oration about a "ield. enu."unction. or essage,

ield &alues with ' "elp

3, First. 6eanPierre ust click to place &is cursor on t&e "ield in :uestion,

;, Wit& t&e cursor properly placed. &e t&en can use t&e F4 key at t&e top o" t&e

keyboard to get &elp,



6eanPierre &as obtained in"oration on t&e entry to be ade in t&e -n"otype "ield, He

no+ needs to locate a particular -n"otype in t&e SAP syste, %&is is +&ere F4 &elp

can be very use"ul,

ield &alues earch

• Using F4 &elp could &ave returned an e/tensive list o" "ield values allo+ed "or

t&e Loc "ield,

• %o locate a speci"ic value "or a "ield. you can use F4 &elp and per"or a

searc&,

• %o e/ecute t&e searc&. 6eanPierre clicks ,



%&e F4 &elp ay display an e/tensive list o" "ield values allo+ed "or t&e -n"otype "ield,

-t can be cubersoe to scroll t&roug& t&e long list to locate t&e value t&at you arelooking "or, %o locate a speci"ic value "or a "ield. you can use t&e F4 &elp and per"ora searc&,

%o e/ecute t&e searc&. 6eanPierre enters a partial te/t and an asterisk 8<9 and clicksContinue,

ildcard earch

3, -" you enter t&is restriction in"oration1 =ueb<

;, 2our searc& +ill return1

• All locations "or =uebec

• Any ot&er locations t&at begin +it& :ueb in t&eir titles

6eanPierre &as accessed t&e F4 &elp in order to vie+ t&e list o" allo+ed values "or

t&e -n"otype "ield, %&e results o" any searc& can be liited by entering restriction

in"oration. +&ic& consists o" an < and partial te/t, %&e partial te/t is a part o" t&e

value t&at you are searc&ing "or, %&is directs t&e searc& to return only t&ose results

t&at contain t&e partial te/t, %&is is re"erred to as +ildcard searc&,



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2ou s&ould no+ be able to1

• Access F3 and F4 "ieldspeci"ic &elp

About This Topic

SAP provides a nuber o" "eatures you can use to get &elp as you +ork, $ne o"

t&ese "eatures is status essages, Status essages provide in"oration "ro t&esyste to t&e user,

-n t&is lesson. +e +ill e/aine t&e t&ree types o" status essages you ay see +&en+orking in SAP,

Estimated time to complete this topic: > Minutes

Objective(s)

• Work +it& status essages

Three T*pes o+ tatus Messages

Status

Message Description

Error message: You will see an error message denoted by if you have

entered required data incorrectly or have attempted to perform an action that is

not allowed. You must correct the error before you can continue with your



Status

Message Description

work. Example: In thisexample, ean!"ierre typed his password incorrectly.

#arning message: You will see a warning message denoted by if you

attempt to enter data that is not recommended by $%". You should heed the

warning message, but you can continue with your work without resolving it.

Example: In this

example, the default mode of communication that ean!"ierre selected when

he first logged on is not supported by the system. &e can continue without

changing anything on this screen, but $%" will neither recogni'e thecommunication mode nor act on it.

Informational message: You will see an informational message denoted

by if there is pertinent information about an action you have performed.

Example: In this example, ean!"ierre can see that

he has successfully saved his information.

As you are +orking in SAP. you can see essages appear on t&e status bar o" your +indo+, %&e status bar provides in"oration on t&e transaction or task on +&ic& youare +orking, -t is iportant to understand +&at t&ese essages ean and &o+ youust respond to t&e,

%&ere are t&ree types o" status essages, 6eanPierre &as already seen eac& typeo" essage during &is "irst +eek o" using SAP, 2ou can see t&e essages t&at &ereceived &ere,



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• Work +it& status essages

About This Topic

Anot&er convenient "eature you can use to get &elp as you +ork is t&e SAP Application Library, %&is library contains an abundance o" in"oration speci"ic to your SAP version and also includes a glossary,

-n t&is lesson. +e +ill e/aine t&e SAP Application Library and &o+ you can use it toake your 'ob easier


Objective(s)

• Access SAP Library and Application Help

A, -ibrar* and Application "elp

• %&is is a per"ect tie to use t&e in"oration provided in t&e SAP Library, 6ean

Pierre can access t&e library and read about creating a ne+ session,

• 2ou can access t&is library by selecting Help ? SAP Library,



6eanPierre accesses SAP Library by selecting Help ? SAP Library,

%&e SAP Library is an online collection o" all SAP docuentation available "or your SAP syste, -t is a robust and readily available tool t&at &elps you learn ore aboutSAP,

%&e library provides in"oration on any SAP topics suc& as &o+ to use syste"unctions. syste arc&itecture concepts. e/aples o" process con"iguration. andpossible user errors and t&eir conse:uences, -t also contains tips and tricks to &elpyou per"or coon tasks :uickly and easily,

6eanPierre uses t&e SAP Application Help to obtain in"oration on aintaining H@aster data, For t&is. &e opens t&e Maintain H@ Master 7ata screen. and "ro t&eenu bar c&ooses Help ? Application Help,

.lossar*

As s&o+n &ere. 6eanPierre &as per"ored t&e "ollo+ing steps to discover +&atsales area eans1

3, Clicked Blossary to open t&e glossary,

;, Selected t&e letter S,

, Scrolled do+n on t&e list displayed "or t&e letter S to +&ere t&e ter is located,

4, Clicked t&e ter sales area,



-" 6eanPierre encounters an un"ailiar ter +&ile reading about sales orders in t&eSAP Library. &e can use t&e glossary to discover its de"inition,

%o "ind out t&e eaning o" sales area. 6eanPierre "irst clicked Blossary to open t&eglossary. selected t&e letter S. scrolled do+n on t&e list displayed "or t&e letter S+&ere t&e ter is located. and "inally. clicked t&e ter sales area,

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• Access SAP Library and Application Help

About This Topic

Anot&er "eature t&at SAP provides can &elp you coplete your +ork ore e""iciently,

%&e Favorites "eature allo+s you to custoi!e a list o" t&e transactions. "iles. andWeb addresses you use ost "re:uently, %&is provides oneclick access to t&e itesyou typically use,

-n t&is lesson. +e +ill e/aine &o+ to create and use a Favorite in SAP,


Objective(s)

• Create a Favourite

avourites



%&e "ollo+ing types o" ites can be launc&ed "ro t&e Favorites "older1

• %ransactions

• 7ocuent "iles

• Web addresses

6eanPierre "inds t&at &e is using t&e sae SAP transaction codes any ties duringt&e day, He deterines t&at it +ould be easier i" &e could access t&ese transactioncodes +it&out "ollo+ing t&e standard tree enu pat&, 6eanPierre notices t&at &e canake &is +ork ore e""icient by creating Favorites "or &is regular transactions,

Fro t&e Favorites "older you can launc& transactions. docuent "iles. and +ebaddresses,

avorites Menu

Create a "avorite1

• 7rag D 7rop to add a "avorite1 2ou can add a transaction to your Favorites

enu by clicking and dragging, First. click to select an e/ecutable enu iteusing t&e ouse, %&en. keep t&e ouse button pressed and drag t&e ite to t&edesired position on your Favorites enu, @elease t&e ouse button, %&e ne+ite appears belo+ t&e position +&ere you dropped it,

• Using t&e icon to create1 2ou can add a transaction to your Favorites enu by

using t&e icon, First. c&oose t&e transaction, %&en. click t&e Add to Favorites icon,%&e ne+ ite appears on your Favorites enu,



• Using t&e dropdo+n enu1 2ou can add a transaction to your Favorites enu

by using t&e dropdo+n enu, First. navigate to t&e transaction in t&e SAPstandard enu, %&en. c&oose t&e transaction +it& a single click, C&ooseFavorites, %&en. c&oose Add at t&e top o" your +indo+, %&e ne+ ite appears onyour Favorites enu,

7elete a "avorite1

• Using t&e icon to delete1 2ou can delete a Favorite "ro your Favorites enu

by opening t&e Favorites enu, First. c&oose t&e Favorite to delete +it& a singleclick, %&en. click t&e 7elete Favorite icon, %&e ite is deleted "ro your Favoritesenu,

6eanPierre can create a Favorite by clicking and dragging an e/ecutable enu iteto t&e Favorites enu, He can also use t&e Add to Favorites icon or c&oose Favorites? Add "ro t&e enu bar,

He can also delete a Favorite using t&e 7elete Favorite icon,



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• Create a Favourite

About This Topic

Anot&er great "eature o" t&e SAP syste is t&e ability to set up links to t&e -nternet"ro t&e )asy Access screen,

Estimated time to complete this topic: > MinutesObjective(s)

• Create a Web link in SAP

eb -in/s unction

• %o create a Web address or "ile. c&oose Favorites ? Add ot&er ob'ects,



6eanPierre5s SAP skills &ave continued to iprove, %&ere are several +eb sites t&at&e uses on a regular basis to do &is 'ob, He "inds t&at &e can create links to t&ose+eb sites and launc& t&e directly "ro &is Favorites "older on t&e SAP )asy Accessscreen, A"ter accessing t&e +eb site. &e can return to t&e SAP syste by closing &isinternet bro+ser,

E%ercise: Add a -in/ as avorite

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• Create a Web link in SAP

About This Topic

-n SAP. you can control &o+ certain ites on your screen +ill appear +&en you logon, 2ou can also deterine &o+ you +ant status essages and &elp to be displayed,Setting t&ese options appropriately can &elp you to +ork ore e""iciently in SAP,

-n t&is lesson. you +ill e/aine in detail &o+ to custoi!e and odi"y t&ese optionsbased on your personal pre"erences,

Estimated time to complete this topic: 30 Minutes

Objective(s)

• Custoi!e $ptions



Options +or ,ersonali0ing the 1ser 2nter+ace

2ou ay "ind as you +ork +it& SAP t&at you +ant to personali!e your user inter"ace,2ou can c&ange1

•

%&e date "orat

• %&e decial notation

• %&e printer you regularly use

• 2our logon language

• 2our current tie !one

•

%&e transaction t&at displays +&en you log onMost users are likely to odi"y only t&e "irst t&ree ites on t&is list according to t&eir personal pre"erence, Any ite you donot c&ange +ill siply reain set to t&e systede"ault,

%&ese settings can be odi"ied by c&oosing Syste ? User Pro"ile ? $+n data"ro t&e enu bar,

As you +ork +it& SAP. you ay need to personali!e your user inter"ace,

2ou can c&ange1

• %&e date "orat

• %&e decial notation



• %&e printer you regularly use

• 2our logon language

• 2our current tie !one

• %&e transaction t&at displays +&en you log on

Most users are likely to odi"y only t&e "irst t&ree ites on t&is list according to t&eir personal pre"erence, Any ite you donot c&ange +ill siply reain set to t&e systede"ault,

%&ese settings can be odi"ied by c&oosing Syste ? User Pro"ile ? $+n data"ro t&e enu bar,

Options +or 3ustomi0ing the -ocal -a*outLetEs look at t&e settings 6eanPierre can odi"y,

3, Start Menu1 -" you +ould like a speci"ic SAP transaction displayed as soon asyou log on to SAP. you can enter t&at transaction nuber &ere, For e/aple.since 6eanPierre o"ten reserves roos "or training and ot&er eetings. &e ig&ttype t&e transaction nuber "or @oo @eservations &ere 8PP09,

;, Logon Language1%&is "ield is usually set to +&atever coon language your copany &as selected, Ho+ever. you can c&ange t&e language to your personal

pre"erence, $nly you +ill see t&is c&ange on your screen, For e/aple. -7)S &as&ead:uarters in ancouver. (,C,. and t&e de"ault logon language is set to )nglis&8)G9, -" 6eanPierre pre"ers to read &is screens in Frenc&. &e could set &is logonlanguage to Frenc& 8F@9,

, $utput 7evice1 6eanPierre can designate &is de"ault printer &ere, W&enever &e prints "ro SAP. by de"ault t&e output +ill go to t&e device &e &as entered&ere,

4, Personal %ie one1 %&e tie !one you +ork in ay di""er "ro t&e systetie !one,

2ou can enter your personal tie !one &ere, $nly you +ill see t&at c&ange onyour screen,

For e/aple. -7)S is &ead:uartered in ancouver. (,C,. but 6eanPierre +orks in=uebec. Canada, %&ere is a "our&our di""erence in t&e tie !ones, %&e -7)SSAP syste tie !one is set to Paci"ic Standard %ie, 6eanPierre could c&ange&is personal tie !one "ro t&e syste standard tie !one to &is o+n tie !one8)S%9, Personal %ie one

>, 7ecial Gotation1 2ou can c&oose t&e style o" decial notation t&at isappropriate "or your location and business, Since &e +orks ainly +it& Gort&

Aerican businesses. 6eanPierre +ill leave 3.;4.>IJ,K as t&e de"ault decialnotation,



I, 7ate Forat1 2ou can c&oose t&e style o" date "orat t&at is appropriate "or your location and business, For e/aple. 6eanPierre pre"ers t&e date "orat77,MM,22,

6eanPierre &as selected Syste ? User Pro"ile ? $+n data on t&e enu bar. and&is Maintain User Pro"ile screen is displayed,

-n t&e 7e"aults tab page. &e can custoi!e a nuber o" layout options, %&eselections ade by 6eanPierre in t&e 7e"aults tab page becoe &is de"ault settings,$nce saved. t&ey +ill appear in t&e anner in +&ic& &e &as c&osen t&e. +&enever &e logs on to SAP, Let us look at t&e settings t&at 6eanPierre can odi"y1

3, Start Menu

;, Logon Language

, $utput 7evice

4, Personal %ie one

>, 7ecial Gotation

I, 7ate Forat

Options +or "elp and tatus Messages

2ou can also custoi!e SAP to your personal pre"erence by c&anging t&e +ay &elp

and status essages are displayed,



2ou can also custoi!e SAP to your personal pre"erence by c&anging t&e +ay &elpand status essages are displayed, 2ou can get to t&e $ptions +indo+ to c&anget&ese ites by c&oosing t&e Custoi!ing o" Local Layouts icon and selecting$ptions, $nce you select $ptions "ro t&e drop do+n enu. t&e $ptions +indo+ +illbe displayed,

2ou can custoi!e SAP by c&anging t&e +ay &elp and status essages aredisplayed, For t&is. you need to c&oose t&e Custoi!ing o" Local Layouts icon and

t&en select $ptions to display t&e $ptions +indo+,

Options indow

%&ere are a nuber o" options available in t&e $ptions +indo+, Siply click ne/t toeac& option you +ant to select,

%&e options you are ost likely to c&ange are located on t&e Beneral tab, %&ey a""ect

t&e +ay &elp and status essages are displayed,

2ou can e/plore t&ese options &ere1

• =uick -n"o1 2ou can set t&is option so t&at you see &elp +&enever you ove

your cursor over a enu pat& or icon,

• (eep at Message1 %o &ear a "aint sound +&en you receive a status essage

8error. +arning. or in"orational9. c&eck t&is bo/, %&is is use"ul i" you +ant to bealerted +&enever in"oration is displayed on your status bar

• 7ialog (o/1 @eeber t&e status bar at t&e botto o" t&e screen displaysin"orational. +arning and error essages, 2ou can c&eck any or all o" t&ese



bo/es to display a popup +indo+ +&enever you receive a status essage, Soeusers c&oose only to see t&e dialog bo/ "or an error essage +&ile ot&ers c&eckeac& o" t&e bo/es, -" you do not c&eck any o" t&e bo/es. your status essages+ill continue to display only on t&e status bar at t&e botto o" t&e screen,

%&e $ptions +indo+ displays t&e options t&at you can odi"y,%&e options t&at you

are ost likely to c&ange are located under t&e Beneral tab, %&ey deterine t&eanner in +&ic& t&e &elp and status essages are displayed,

2ou can odi"y1

3, =uick -n"o

;, (eep at essage

, 7ialog bo/

E%ercise: Enable ,opup Messages

E%ercise: earch Transactions 1sing ind

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• Custoi!e $ptions

1.2 Help Functions and Personalizing SAP

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Transcript of 1.2 Help Functions and Personalizing SAP