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Procurement Division

Getting Familiar with SAP – MM

Standard Operating Procedure

Procurement Division Getting Familiar with SAP ‐ MM


Procurement Division Operating Procedures Appendix D1 of 29

Table of Contents Logging on ..................................................................................................................................................... 3

Using the SAP Menu (setting up Favorites) ................................................................................................. 5

Screen Familiarization .................................................................................................................................. 9

Setting Personal Values .............................................................................................................................. 11

Setting Default Values ................................................................................................................................ 13

Short Cuts ................................................................................................................................................... 16

Finding a Document ................................................................................................................................... 19




Logging on

Double click the ‘SAP Log on’

icon on your desktop.

SAP Logon window will open.

Double click ‘NSSB‐Production New’




Hints:

Your SAP name – is typically the first 6 letters of your last name; first initial of your first

name; and first initial of your middle name.

Your SAP password – will be forwarded to you via email from SAP. Enter the password

received from SAP then you will be prompted to create your own password.

To create your own 8‐digit password, (it can be letters and/or numbers) click the “New

password” button. SAP will prompt you to enter the password twice before it will save

it. You will have to do this every 3‐4 months for security measures.

Enter your provided SAP username and

password, press enter on your keyboard or

click .




Using the SAP Menu (setting up Favorites)

SAP Easy Access Screen

The initial “SAP Easy Access” screen, has two folders at the top. The first is your favorites and

the second is the SAP menu. The favorites menu is a quick way of accessing different

transaction codes in SAP, this is initially set up for you by SAP, however, you can change it at

any time you wish (you will learn to do this further down this document)

SAP menu is where you will find all transaction codes before you add them to your favorites.

Below is the path you would follow under the SAP menu to find the transaction “ME21N:

Create Purchase Order”.




Open the following folders:

“Logistics” “Materials Management” “Purchasing” “Purchase Order” “Create”, “ME21N – Vendor/Supplying Plant Known”.

Click the transaction code once to

highlight it.

Right click and select ‘Add to Favorites’

from the menu to have that transaction

added to your Favorites folder above




That transaction code is now listed in

your favorite’s folder.

You may rename it to a simpler name

by right clicking and selecting ‘change

favorites’

Type your preferred name such as

‘Create Purchase Order’

Then click the green check mark to save.




Double click the transaction code you

just saved ‘Create a Purchase Oder’ to

execute.




Screen Familiarization The following list describes the most commonly used buttons (in create Purchase Order) and

what they are used for.

# Button name Key stroke

short cut Description

1 Enter Enter Confirms there are no errors in the information you entered

2 Save Ctrl+S Saves and prints the purchase order when all information is entered

correctly

3 Back F3 Moves you from the current screen to the previous screen

4 Exit Shift+F3 Exits the “Create Purchase Order” screen

5 Cancel F12 Cancels the information you entered if you have not saved the

purchase order yet

6 New Session N/A Creates a second screen for you to work in, without interfering with

your first screen

7 Help F1 Provides help information when you highlight the area you need

help with

2 3 4

5 6 71

89

10 11

13

12




8 Other

Purchase

Order

N/A Provides you the opportunity to view another purchase order

9 Hold Shift+F4 Saves a purchase order without having to enter all the information

10 Print Preview Shift+F8 Shows you what the purchase order will look like when it is printed

11 Messages Shift+F9 Shows you messages for any information that was entered

incorrectly

12 Delete N/A Deletes an entire line on the purchase order when that line is

highlighted

13 Default Values N/A This allows you to set certain fields that will remain the same which

means you do not have to enter information in this field every time.




Setting Personal Values

‘Personal Setting’

The information in the ‘Personal Setting’ is

specific to you and will appear on every PO, if you

set this information up you will not have to type it

on every PO.

Select the Default Values tab




Select from the drop down list

Document Type – Standard Po

Purchasing Org. – Annapolis Valley

Purch. Group – find your name if you have

not been assigned a Purch. Group select

‘AVRSB General’

Company Code – Annapolis Valley RSB

to save




Setting Default Values

‘Default Values’

By entering default values information that is

common to most (if not all) of your PO’s will

automatically be entered on to every PO.

Click to open




Select more fields

Items can be moved from ‘Hidden fields’ to

‘Display fields’ by highlighting the line (select

the grey box to the left to highlight) and

clicking the black arrow to move.

The following fields should be in the display

column:

Plant Item Category Acct. Assignment Cat. Requisitioner Material Group Deliv. Date Category Delivery Date (optional)

Select Copy to save




Enter your specific information such as:

Category: Standard

Acct. Assignment Cat.: Cost Center

Delivery Date: (optional) set for a couple of

week, but be sure to change before time is up.

Plant: Enter your school plant number or

search using the box to the right.

Material Group: 5000 (supplies and materials)

will cover most purchases.

to save




Short Cuts

When in a field, such as short text,

press backspace on your keyboard,

this will show the last things typed

in this field you may then choose

one and populate that field.




While in a transaction code if you

want to jump to another simply

type /n<transaction> (ie. /nMIGO)

then enter, to stop the current

transaction and move to the next

You can open a new session and specify the

transaction by typing /o<transaction> (ie /oME21N),

then enter, this will open a new window with that

transaction code.




To open a new session to the SAP menu screen click

the New Session button at the top.

You now have two SAP windows open.




Finding a Document There are many ways to find documents in SAP, here are a couple:

In ME21N Create Purchase Order, click ,

to open the Document Overview, then click




From the list select My Purchase Orders

This will provide a list of the purchase orders

you created




By default you will only be shown PO’s created

in the past 7 days, click ‘Personal Setting’ to

change

Here you may choose the Selection Period for

My Docs, and to save




By clicking to the left of the PO number you

can expand the PO to view the short text.

Double click the PO number to display the PO.




Purchase Orders can also be searched for by

using transaction ME2L

Enter search criteria such as, Vendor, plant,

date range, purchasing group and any other

information that may assist finding relevant

PO’s (be sure that AVRSB purchasing

organization 5500 is entered)

If unsure any field with can be expanded and

results can be chosen.




Once search criteria has been

entered press to execute

Documents will be listed




Double click on a line of interest or

choose to display the PO

You will be taken to Display Purchase

Order. Click to return to the list




Depending on the number of PO’s

displayed, you may also want to find

within the list do so by typing CtrlF to

open the Find window

Enter criteria and select




Anything containing that criteria

will be displayed, simply click to

be taken to that line of the list.

Select a line of interest (ie 00100) then

click to see any actions

related to that line




Such as Goods Receipts or invoices

posted

to return to the list




Select a line of interest (ie 00100) then

click to see any changes

related to that line

This will display all changes by who

and when.

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