sap user hints and help

SAP R/3 USER HINTS AND HELPLast revised 1/9/2002

PURPOSEThere are several items that will help all users to be productive and efficient SAP R/3 users; some of these are detailed below. This document is not an introductory document, but rather a collection of hints and tips for the user who has progressed beyond the introductory stage.

TABLE OF CONTENTS

ITEM PAGEQuick Logoff from SAP 2Quick fill of repeated data fields 2Authorization Problems (resolution and reporting) 2User defaults to avoid repeated entry of settings 5Use of multiple selection criteria (choosing more than one value)

12Selection Variants (saving user selection settings) 15User Layouts (changing and saving user layouts for results, adding a field etc.) 20Spool files (print files and output from batch processes) 26Processing background (batch) jobs (includes processing variant)

27Viewing database lock entries (who is locking the data) 35“Update was terminated” message 36Short Dump 38Table Data Browser 41

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QUICK LOGOFF

Instead of closing the SAPgui windows one at a time (you might have several open), just select from the menu System -> Logoff. This will log you off from the SAP system and close all windows that you have opened under this logon.

QUICK FILL OF FIELDS

If doing repetitive entry of a value, use the “backspace” key to bring up a list of recent entries for most fields with type matching. Then select from the list. Example below, after entering “backspace”

AUTHORIZATION PROBLEMS

Authorizations in SAP are complex and very specific to the individual SAP username; it is typical for all users to have authorization problems at times. Authorization problems can result in error messages at the bottom of the screen, or in “missing” data (sometimes with a message in the report); examples of both are below:


When this happens, two things are necessary for the system administrator to fix the problem (follow the Wilson Tool procedures that will be developed for reporting problems and requesting additional authorizations).

Transaction being done when the problem occurred. This is obtained either via clicking on the details button on the lower right corner of the SAPGui (see pictures) or via the status display found under the menu path System -> Status.


Authorizations checked list. This is obtained via transaction SU53 (don’t forget the /N or /O before the transaction code like /NSU53 or /OSU53). This transaction should be done while the error is on the screen as it shows the last authorization checked. This transaction will result in the following display, which should be printed or forwarded to the appropriate parties.


With these items of information the system administrator should be able to resolve the authorizations problem. If not, they may have to question you further as to the specific problems you are having.

USER DEFAULTS

Many items of data are specific to the user and it is very inefficient to enter these repeatedly. Furthermore, the organizational structure at Wilson Tool has only one allowable entry for many common items. As examples, there is only one plant (1000), so entering the plant is very inefficient; and most users always use the same printer so entering the printer is very inefficient. This is avoided by setting up user defaults that will store your personal (by SAP username) defaults.

To access the maintenance of these defaults, the menu path is System -> User Profile -> Own Data. This screen results:


The items on the first tab are maintained by the system administrator; except for the telephone number and fax number. The user can maintain these. The defaults tab looks like this:


Note the following items above:

Set the printer to be the your default printer, and be sure that the “Output immediately” and “Delete after output” boxes are selected. Also, select the decimal notation and date format that you would prefer.

The Parameters tab looks like this:


This is where users can add the defaults for the items they find themselves entering regularly. The ones shown should be added to every user. Many items can be added, but the parameter ID must first be determined. To do this, start with the field that the user wishes to default like below (for storage location) and select help (or F1):


Then select the technical information button (highlighted above), this screen results:

The parameter ID can be determined here as above. This can then be entered into the user defaults parameter tab as below. Just type the Parameter ID and the desired default value as below:


When “enter” is pressed the entries are sorted into order, do not be surprised if your entry moves up on the list (perhaps off the page), example below:


You must save the user profile, then logoff and log back on for these defaults to take effect.


MULTIPLE SELECTION CRITERIA:

Many selection screens allow multiple selection criteria to be used. This is most typical when a range of choices is offered as well as the “arrow” that indicates you can do multiple selections (see MB51 example below:

Multiple Selection Button/Indicator

Selecting the button allows multiple selection criteria to be used, pressing the button results in this:


Note that this screen allows the addition of discrete singe values to include (green light) or exclude (read light). It also allows the use of multiple ranges (example 3 to 9 and 13 to 19) to include and exclude. An example of single value selection is below:


Executing this results in the selection screen with the multiple selection indicators as shown below:

Note that only the first value shows on this screen, the indicator shows that other selection criteria are active; you must use the selection button to see these criteria.

This is typical for all multiple selection type of screens.


SELECTION VARIANTS

When the user is using a transaction with a selection screen regularly, they may want to save the selection criteria and use them over again. This can be done via a selection variant for most screens. The example below is based on the Production Order mass release transaction (CO05N); it works in a very similar manner for most other selection screens. The “application tool bar” looks like this:

Get Variant Save as Variant

If you select the “get variant” you get a search box of existing variants like this:


Executing the search (with any restrictions you may want to use) results in a list of existing variants. Note that you could restrict the search to just those you created by entering your user logon. An example of this is:

This shows both SAP supplied variants and user variants. Selecting one of these variants results in the selection screen being filled with the saved values.

To save your own variant, first enter the selection settings that you want to be used and that you want to save for future use; an example is below:


Then select the “save as variant” and these results:


The user needs to enter the variant name and a description for the variant. Then save the variant.

This variant can now be selected and used in the future via the “select variant” process as below:


The selection criteria are “pulled” into the screen.


Note that this process is similar for the different selection screens, but not identical. You might have a choice to save as private or public, you may decide which is appropriate to use.USER LAYOUTS (DISPLAY VARIANTS)

Once the selection criteria are set (see SELECTION VARIANTS); the layouts and fields displayed can be optimized for the user’s needs. These layouts can then be saved for future use as a display variant. To use a saved display variant, the typical menu path is Settings -> Display Variant -> Choose. Select the desired display variant (layout is the same as display variant).

To add additional fields to the display, use the current variant button as shown (or the menu path Settings -> Display Variant -> Current):

This display results (MB51 used for example):


This shows that all of the available fields are displayed for the header line. Selecting the position tab results in:


Note that any of the data fields in the “hidden fields” list can be added to the display by selecting them and using the single arrow to move them to the displayed list on the left (the double arrow moves them all). Also note that any fields that are not desired can be moved to the hidden list by selection and use of the other arrows. For Example, I selected the order entry and moved it over (shown below):


The order of these items can be changed to enhance the readability of the report; cutting and pasting the item using the scissors button do this. The length of the field can also be changed, for example the order type is moved next to the movement type field and is shortened to characters (order length is fixed at 7 for Wilson).


Enter, and the revised report with the new layout (includes order number) is displayed:


Repeating the steps above can change the layout further. Once the layout is satisfactory, it can be saved for future use. This is done via the menu path Settings -> Display Variant -> Save. This screen results:

A name and description are required for the layout (display variant is another name). If the “user –specific” box is selected this layout can only be used by the logon that created it, if not it can be used by everyone. Save the layout.


SPOOL FILES

Spool files are created as part of the print process when the server “spools” the files. These files may be sent to the printer queue for printing or held in the spool for viewing or printing at a later time. The spool files are of interest when printing difficulties arise, when a reprint of a report or other print job is desirable, or when information that is not printed routinely is to be viewed or printed. It is very typical to leave the files generated by batch programs in the spool (no output request) for viewing if required instead of printing the files routinely.

The print job settings help determine how spool files are handled. If the “print immediately” box is checked, the print job will be sent to the printer queue as soon as it has been completely processed. If this is not checked, it will be held temporarily in the queue until purged. (Typical system settings are to hold spool files for 8 days; your system may be different). If the “delete after output” box is checked, then the information is purged from the spool as soon as the print job is passed to the printer queue. If the “new spool request” box is checked, a new spool request will be generated; if it is not, this job may be appended to others with similar attributes.

To review the contents of the spool for only your print jobs, use the menu path System -> Own spool requests (SP02). Note SP01 allows you, if you have the necessary authorizations, to display all print spools. The display looks like this:

This display shows both jobs that have printed successfully (Status Compl.) and those that are held for review and/or printing (Status -). To review


these, double-click on the object icon, a graphical display of the object results:

It can then be printed or just viewed on the screen.

BACKGROUND PROCESSING

Many tasks can be processed in the background instead of interactively in the foreground. Certain tasks can be processed either way, depending on the user’s preference and the expected duration of the job. As an example, plant wide MRP can be run in the foreground (MD01) or in the background (MDBT). Unless the user wants to wait for this process to complete, they would run this in the background. Background processing typically requires a selection variant be created for the job, this is used to complete the selection screen when the program executes in the background. To create a variant, either use SE38 and select the variant create as below, or there may be specific buttons provided as part of the transaction. Both are shown below, using MRP as an example:

MDBT Variant Creation:


Select create variant:

Variant requires a name:

Variant screens are to be defined:


The variant attributes (attributes button) are to be defined (note the description is required):


Save the Variant

To execute with a variant, create the job via “Schedule Job” button (you must select a variant first):


It may be scheduled to run once, or to repeat indefinitely via the schedule periodically. If scheduling periodically, the period definition is required:

Then select the create button, the scheduled notice is received:


To view the scheduling of background jobs, use the menu path System -> Own Jobs (SMX); or to see al jobs use System -> Services -> Jobs -> Job Overview (SM37). This type of display results (SM37 shown):

Note that the job of interest (MRP) is not shown as the jobs are sorted by job name. To resort, select the column to sort by and use the sort keys as shown (sorted by status, larger to smaller):


You can double-click to get details on the jobs, such as this for the MRP job:

This shows the job details. If you have authorizations you can also manage the jobs from this transaction. Note that “Released,” indicates the job will run when the start conditions are met, “Scheduled” means that the job can


be released. Completed jobs and the associated logs and spool files are all available for review from this display as well. Logs and spools for the completed “PP Bundle” job are shown below:


DATABASE LOCK ENTRIES

When a message indicating data to be locked results, the transaction to view lock entries can be used. To use via menu path Tools -> Administration -> Monitor -> Lock Entries or via transaction code SM12. This selection screen results:


To see all lock entries; remove your user name and “List”. A screen something like this result:

This shows all the database lock entries currently active. This information takes some interpretation, but you should see you material number (example, the second line is the lock entry for material 2000260), your order (example, the bottom line is the lock entry for the sales order 148). One the user has been identified you can contact them to see if they can close the item and clear the lock. If you do not see the lock that is causing you a problem, or if the user shown does not have an item open, you should contact your system administrator.

UPDATE WAS TERMINATED MESSAGE

You may, at some point, receive a message like this:


You are shown as the author; you can look at the message in your SAP inbox (process below), it may look like this and typically has little information:

SAP Inbox

Double click on the specific message, looks like this:


The purpose of this message is to let you know that the transaction you just performed encountered a (very bad) error when it tried to commit the changes to the database. You should stop and involve you system administrator. You can also look to see if any short dump files were created; this is covered in the next item.

SHORT DUMPS

You may encounter a situation in which you receive a “short dump”; it would look something like this:


This indicates a serious problem that will require the attention of the system administrator. You do NOT need to print this (even though it says to print it), and you probably do not want to, as it is about 60 pages. You should advise your system administrator immediately. You can view all short dumps via transaction ST22 (Menu path Tools -> Administration -> Monitor -> Dump Analysis) as shown below:


Select yesterday or today as appropriate and then use the list button (looks like a grid) to allow you to select the short dump, this is shown below. You could also use the selection button to select based on criteria.

Double click on the entry of interest to view the actual report. Note that these records are only save for a short period of time unless the system administrator chooses to save them for a longer period of time.


TABLE DATA BROWSER

Most data in SAP is stored in transparent tables that are easily accessible, but it takes a little bit of effort. This effort can pay large dividends when you are dealing with large quantities of data such as during the validation of master data load. To determine what table is needed, first find the data on a screen in SAP and click on help (or F1), this type display results (material master example):

Click on the “tools” icon on the top of the page, this display results:


This shows the source of the data, in this case table MARA, and field MATKL. With this information, the data browser can be used to “report” on the material group field. The data browsers usually used are transactions SE16 and SE17. SE17 will be used here; it looks like:


The table must be entered and the settings may also be of interest. Settings allow the selection of the technical field names or the descriptions as shown below:

Entering the table name MARA and proceeding results in this display:


This screen allows you to select the fields you want to display as well as to filter the data to be shown. For example, if you wanted to display the material group, and sort on it, you would fill as shown:

This would produce a report like this when executed:


Note that the fields selected are displayed, and that they are sorted by material group. You can also filter to show only certain fields, for example to find any materials without a material group you would enter $ (this was determined by use of the help field, $ checks for a blank field); this is shown below:

The results are shown here:


Note that two materials did not have a material group. To match a single value, enter the value as a criterion:

The report that results looks like:


Two items worth noting:

The numbers of records that meet the criteria are shown at the top of the screen, if you need a record count (such as to validate a data load) this is the number of entries that match the selection criteria.

Any “report” that is on the screen can be easily downloaded to a spreadsheet. This can be done via the menu path system -> list -> save -> local file or via right clicking and selecting download.


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