SAP GUI Navigation Tutorial (Part II)

Status Bar:

Keyboard Status: INS and DEL

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Finally at the bottom of the page you may find a horizontal bar which indicates system information which is to the bottom- right of the screen. To the extreme right on the bar you may find INS which indicates that the keyboard is in Insert mode; if it is not INS then it is in DEL mode which can be seen according to the transaction. But remember that this does not have any significant effect on your transaction; it is just a denotation of your keyboard state.

CRMSYS (CRM or Customer Relationship Management System):

To the left of your INS option you may find CRMSYS option.  CRMSYS is nothing but the name of the server. This may vary according to the server.

Session Manager

Immediately next to the server name indication option you may find Session_ Manager option with a scratch pad like icon. When you click on this icon you may see a popped up menu with about 5 options.

  • The first option that you may find in these options may be System ID which is a unique alphanumeric or alphabetical SAP system name allocated to every server on the network. This id will always contain three characters.
  • It is also used to perform an EDI transaction between one system and another if the SRT connection is not established. This is possible because all the systems on the network are registered at a hub which is called the SAP Solution Manager. The makes each SAP System aware of other systems available on the network; hence, through such shortcuts (the three character system name) it is possible to send of receive data.
  • The second listed option in the popped up menu list is Client which is three digit number. The client ID is usually required when you login to the system; you need to enter the desired client ID, ID and Password.  You may also have to select the language; hence, you need to put EN if you want English (it is default language). If you want your system to be available in Chinese you need to feed in CN and so on. This is possible as SAP supports multiple languages. This is referred to as internationalization and is depended on the login language.
  • The next listed option in the dropped down menu is the User. This option shows the current user who is logged in the system.
  • The next option is program which is nothing but the program for a particular action. For example if you want to create a sales order, then the program for creating sales order would be SAPMV45A. Remember that every action may have different program and this can be check by clicking on scratch pad like icon and selecting program option. It should be understood that ABAP is the language used to develop programs in SAP and every screen that you see has a program running behind it and to determine the currently running program you need to follow aforementioned steps.
  • The last listed option in the menu is the Transaction which shows the currently running transaction. The transaction as showed in the list changes according to the execution you do. Sometimes you may notice that different actions, steps or screen may show same transaction, this explains that one single transaction may have different steps; hence, transaction showed on the right hand bottom of the screen remains the same.

Goto Menu Item:-

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While creating a sales order we have to perform different tasks one of which is navigating through different pages. One reaches to desired location obviously through Navigation Window. But there are other ways to do this, one of which is Goto menu option. For example if you select Header within Goto option you will get various options in a drop down list such as Shipping, Payment Card, Conditions etc. You will also find Sales option which on clicking will lead to Sales screen of the header data. You may navigate backward by clicking on Back button as mention above and again return to the same Sales screen by clicking on a small button with magnifying glass icon which shows Display Doc. Header Details smart text.   Similarly you can go to any listed screen through Goto menu option.

SAP is also efficient due to its property of not loosing the data. For example, if you create a word document you are prompted to save or otherwise let the created data lose. In SAP you need not fear of losing your data. Even in scenario wherein your system gets crashed you do lose the information you entered. But it should be remembered that if the GUI connection times out then there are chances that you may lose your data. You also have the option to save your work which can be done by clicking on floppy like icon on the tool bar. After you click on save you can see the execution on the left hand bottom on the status bar. You can return to the same transaction and find the data. The data can also be temporarily preserved as a draft for short time.

Note: There are certain minimum requirements that should be available, which is usually defined by the creator of the transaction. In real life SAP system these requirements may be augmented and different with custom reports, custom data etc. Hence, SAP allows users to create customized screens or transactions. Even a standard SAP screen can be modified or you also have the option of creating new screen with minimum data which is required to be saved.

Form of messages:

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To your information SAP Systems communicate with the users in form of messages which is also a conventional way in which any computer may interact with the user. There are two usual kinds of messages that are presented to the user. Pop-up windows are usually seen in SAP interface and are one of the ways in which SAP system interacts with the user. One example of pop-up window can be seen when you enter some data and try to go back or exit the application; the system asks you whether you desire to save any changes.

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Another kind of messages can be seen at the bottom of the page on the status bar. These messages are usually status of the transaction or action (Information message in Green round button icon with white checkmark)

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You may also sometimes see error messages as well, which are usually in red button icon with white cross mark. You cannot proceed without rectifying the errorin case you notice an error message. If you proceed without any rectification then you may find that most functions and toolbar buttons will not be working except of back button.

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SAP interface also provides alert message which are usually in yellow circular button icon with black exclamation mark. But these messages are just for your information and do not stops you from proceeding further anyways. To conclude the point, there are three basic kinds of messages, namely informational message (does not need you to act on it), error messages (mandates/requires you to rectify the issue) and alert messages (asks you to double check your action or entered data before proceeding). However, most of the important messages will be denoted in an intrusive manner, which is pop- up.


Order Type help:

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It may sometimes happen that on any particular screen such as Create Sales Order: Initial Screen page you may have difficulties in entering or rather recollecting the desired order type code. Hence, SAP provides ‘Search Help’ feature that aids you in selecting the desired order types. This feature can be used just by clicking on the button available in the Order Type field, which looks like a drop down button, but in fact opens a new window, named Sales Document Type.  It provides with a list of possible values that can be entered in the field. But it should be understood that this help feature may vary according to transaction or pages you are on; this can be understood through the following point.



Search Help feature on “Create Standard Order Overview” page:

Click on the image for Larger View (1.8)

After entering the Order Type field when you progress to the next page, you may again find Search Help button in Sold- To- Party field. But when you click on this button you may find a different output. You may notice that rather than a list of options you are provided with a form- window, namely Restrict Value Range, wherein you can enter your query and run a search. Depending on your search query you will be provided with a list of matching options from which you can select your desired option. To get the best out of this feature it is better to have understanding of the master data, which is also beneficial for working with the entire SAP system. This will equip you with knowledge required to perform a transaction, enter correct data and save time which you may otherwise spend in searching through the system.

Note: To fluently use SAP GUI system it is essential to undergo complete SAP training and practice on regular basis. This will help you gains complete understanding of SAP system.

5 thoughts on “SAP GUI Navigation Tutorial (Part II)

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