Millennium Change Account Sap User Manual

  • SAP Tutorial

Predetermined price and delivery date. The purchase order can be printed out (see the SAP user guide Printing Purchase Orders) and posted or faxed to the vendor. How to create a Purchase Order Use the menu path: Logistics Materials Management Purchasing Purchase order Create Vendor/Supplying Plant Known Transaction code ME21N 3.1. Chapter 9 Accounts Receivable Processes. In this chapter, we discuss Accounts Receivable (AR) business processes and integration with the Sales and Distribution (SD) module through the order-to-cash business process. The purpose of the Accounts Receivable (AR) module is to manage customer accounts and incoming payments.

  • The SAP FICO User! Chart of Accounts in SAP. Essential knowledge for the SAP FICO Users – the Accounts Team about Chart of Accounts. SAP Cost Center Accounting. Overhead cost controlling with Cost Center modle in SAP FICO. SAP Cost Elements.
  • Account manager’s user account is automatically created as an SAP Fieldglass Administrator account. Administrators have access to everything within their supplier account and can create additional supplier user accounts. Newly created users will receive two emails regarding SAP Fieldglass registration: SAP Fieldglass Registration Emails.
  • Manual post to GL account mark as 'allow for auto posting only'. I would like to post this adjustment to a GL account that mark as 'allow for auto posting only'. In this case, can I untick the check box at the GL account (FS00) and then post manually. And after untick the check box: 'allow for auto posting only', can I tick it back. This GL account is customer GL account. Thank you very much.
  • SAP Useful Resources
  • Selected Reading

SAP is the world leader in enterprise applications in terms of software and software-related service revenue. Based on market capitalization, it is the world’s third largest independent software manufacturer supporting all sizes of industries helping them to operate profitability, grow sustainably and stay ahead of the competition in the market.

SAP at a Glance

SAP is known worldwide for its unique innovations that help the customers run their business with high efficiency. Some of its facts and figures stand as follows −

  • More than 263,000 customers in 188 countries.

  • More than 68,800 employees in more than 130 countries.

  • Annual revenue (IFRS) of €1682 billion.

  • Listed under the symbol 'SAP' on stock exchanges, including the Frankfurt Exchange and NYSE.

ISO Certificates

  • SAP Development: ISO 9001:2008 certificate
  • SAP Active Global Support: ISO 9001:2008 certificate
  • SAP Active Global Support: ISO 27001:2005 certificate

Industries & Solution

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  • SAP NetWeaver is an open technology platform that offers a comprehensive set of technologies for running mission-critical business applications and integrating people, processes, and information.

  • SAP NetWeaver is a web-based, open integration, application platform that serves as the foundation for enterprise service-oriented architecture (enterprise SOA) and allows the integration and alignment of people, information, and business processes across business and technology boundaries.

  • It utilizes open standards to enable integration with information and applications from almost any source or technology.

  • SAP NetWeaver is the foundation of SAP Business Suite and SAP Business by Design. It also powers partner solutions and customer custom-built applications.

SAP NetWeaver Components

SAP NetWeaver includes a comprehensive set of components, applications, and tools.

SAP NetWeaver Application Server

It supports platform-independent web services, business applications, and standards-based development, enabling you to leverage existing technology assets for Web-services-oriented solutions.

SAP NetWeaver Business Warehouse

It enables you to integrate data from across the enterprise and transform it into practical, timely business information to drive sound decision making.

SAP NetWeaver Gateway

It enables developers to create applications that link business users to SAP software from any environment and through any device.

SAP NetWeaver Master Data Management

It ensures cross-system data consistency and helps integrate business processes across the extended value chain.

SAP NetWeaver Process Orchestration

It helps improve processes, from simple workflows to integrated processes that span applications and organizational boundaries. It includes capabilities for business process management, business rules management, and process integration.

SAP NetWeaver Portal

It unifies critical information and applications to give users role-based views that span the enterprise, enabling you to take full advantage of your information resources.

SAP Auto-ID Infrastructure

It gives you all the capabilities you need to integrate all automated sensing devices including RFID readers and printers, Bluetooth devices, embedded systems, and barcode devices.

SAP NetWeaver Identity Management

It addresses access and provisioning issues facing a typical enterprise. It creates a new opportunity for integrating business processes, and helps you to integrate systems in a heterogeneous IT environment.

SAP NetWeaver Information Lifecycle Management

It allows you to archive data in a readily accessible format according to regulatory retention rules that you define.

SAP NetWeaver Tools

SAP NetWeaver includes the following tools −

Adaptive Computing Controller

It provides a central point of control for assigning computing resources and optimizing their use.

SAP NetWeaver Composition Environment

It provides a robust environment for design, deployment, and running of composite applications that comply with a service-oriented architecture.

SAP NetWeaver Developer Studio

It offers a convenient user interface and rich functionality for developing J2EE applications.

SAP NetWeaver Visual Composer

It simplifies the creation of portal content and analytics applications, enabling business analysts to build or customize applications using a visual user interface rather than manual coding.

SAP Solution Manager

It facilitates technical support for distributed systems with functionality that covers all key aspects of solution deployment, operation, and continuous improvement.

SAP NetWeaver Applications

SAP NetWeaver includes the following applications −

SAP NetWeaver Enterprise Search

It provides a simple and secure gateway to enterprise objects and transactions.

SAP NetWeaver Single Sign-On

It offers a comprehensive single sign-on solution, enabling reuse of a person's initial authentication for subsequent log-ins to all applications.

In this chapter, we will go through following topics −

  • SAP logon
  • Adding a new application server
  • Logging In and Out of SAP
  • Creating a new password or changing an old password

SAP Logon

SAP logon is used to create icons to logon to SAP R/3. However, the icons created with SAP logon are not placed in the SAP R/3 Windows group; they are instead shown via the SAP logon menu. The SAP logon pad is available once the SAP GUI is installed at the workstation.

SAP Logon Icon

SAP logon Pad

  • The SAP logon menu can be thought of as a one-stop shopping store, where end-users can choose from logon icons, logon groups, or create new logon icons.

  • Logon icons will log a user onto one specific application server. A logon group will log the user onto one of several applications servers depending on which one has the best performance statistics.

Adding a New SAP Application Server

To create a shortcut for connecting to a new SAP application server, follow the procedure below −

  • Click on the shortcut icon SAP Logon from the desktop and the Logon pad will open as shown in the following screenshot. Click the ‘New’ button.

  • Click on the “Next” button as shown here.

  • Fill in the following details in the “System Entry Properties” screen.

  • Description − Provide a meaningful short text for identifying the server. The server will be available in the SAP Logon pad with this name.

  • Application server − Provide the IP/Address of the application server, provided by the basis administrator.

  • System number and System ID − Give the system number provided by the basis administrator. It should be kept as 00, if nothing is specified.

  • SAP router string − Provide the SAP Router String, if provided by the basis administrator. Sometimes it may be left blank.

  • Click on Finish to complete the configuration. The newly created SAP application server will now be available in the SAP logon pad.

Logging onto SAP R/3

SAP Logon pad is used to configure the SAP server. The SAP GUI is used to connect the computer to the SAP system.


A SAP GUI can be of the following three categories −

  • SAP GUI for Windows environment
  • SAP GUI for Java environment
  • SAP GUI for HTML

Follow the procedure given below to log onto the SAP server −

  • Launch the SAP logon pad.

  • Double-click on the Application Server (which you need to connect), from the SAP logon pad. The SAP logon screen appears.

  • On the SAP logon screen,

    • The value of the default client appears automatically. If you want to logon to a different client, then change it with the new client number.

    • Next, enter the User ID and password assigned to you.

    • Enter ‘EN’ in language to logon to English settings. Generally the language is defaulted to ‘EN’ or any other language depending on the country/users and installed languages. So, for English as the logon language, you need not have to enter it in the SAP logon screen, as it takes its values from the default settings.

    • After filling up the four fields, press the Enter button to logon to the SAP system.

NOTE − During the first logon to the system with your ID, you will be prompted to change your initial password.

Creating a New Password

To change your password, click the “New Password” button and set the password.

  • Select a new password and then confirm it by typing it again. The asterisk will remain in the password field.

  • Click on the icon once you are satisfied with your password selection.

First Logon to SAP

The following screen appears once you log in. The screen has many standard screen attributes and navigation options to different application. We will discuss all these in subsequent chapters.

Logging Off from SAP

  • Click on System (from Menu Bar) and choose “Logoff”.

  • You can also logoff by clicking the button at the upper-right corner of the screen.

When you log off, a message pops up stating, “Unsaved data will be lost. Do you want to log off?” Click “Yes” if you have already safely posted (or saved) the transactions you were working on.

In this chapter, we will check how to customize the SAP layout based on user preferences and local requirements. You can customize the following settings based on our preference −

  • Visual Settings like SAP Theme, Color, Fonts and size, etc.

  • Interaction Design like Keyboard settings, Sound and Control setting, etc.

In addition, you can customize various other attributes which will directly affect your interaction with SAP.

The Layout Customize option can be accessed either through the application toolbar or through the SAP logon pad.

Customizing through the Application Toolbar

Click the “Customize Local Layout” Buttonon the application toolbar, a drop-down menu will open. Click the menu “Options”, it will take you to the Local layout optimization screen.

On the SAP GUI, you can make the following adjustments −

  • Options
  • New Visual Design
  • General Settings under Customizing Local Layout
  • Other General Settings under Customizing Local Layout
  • Internationalization Settings under Customizing Local Layout
  • Switching the Visual Design

Customizing through the Logon Pad

You can customize the Local Layout by accessing the option from the SAP Logon Pad. Click the Icon at the extreme top left-hand side corner. A drop-down menu will appear. Select “Options” from the menu item and it will take you to the SAP GUI customization screen shown in the next screenshot.

[Note − Client-specific settings are not supported by this SAP system and change takes effect for new sessions.]

This chapter explains how to modify the user parameters such as personal data to communication data, time zone, date and time field format, attributes for printing, etc.

Maintain User Profile

Click “System” on the menu bar. Select “User Profile” → “Own Data” as specified in the following screenshot.

The following screen appears with options to change the following properties −

  • Date format
  • Decimal Notation
  • Logon Language − Use this option if we want to open SAP in a different language other than English
  • Time zone
  • Spool control − This option will setup the default printer on which your documents will be printed until and unless the printer is changed at runtime or programmatically.

These options are already defaulted by SAP which the users can customize as per their preference.

In addition, SAP also provides options to change your Personal Information such as first name, last name, email id, and mobile number of the specified user ID. These fields can be maintained in the Address tab.

This chapter explains basic SAP navigations including the screens, menus, transaction codes, and buttons that you will use frequently. The first step to learn SAP is to become familiar with SAP navigation.

Standard Toolbar

Standard Toolbar is located second from the top and directly below the Menu bar. It contains Command field/Bar and other Standard Toolbar buttons.

Standard toolbar buttons provide quick access to SAP functions as specified below.

Database & Technology
  • Business Suite
  • CRM
  • Enterprise Asset Management
  • Enterprise Resource Planning
  • Financial Management
  • Human Capital Management
  • Procurement
  • Product Lifecycle Management
  • Supply Chain Management
  • Sustainability
  • Application Foundation
  • Business Process Management and Integration
  • Cloud Computing
  • Content and Collaboration
  • Database
  • Data Management
  • Data Warehousing
  • Enterprise Information Management
  • In-Memory Computing (SAP HANA)
  • Mobile
  • Security
  • Applied Analytics
  • Business Intelligence
  • Data Warehousing
  • Enterprise Performance Management
  • Governance, Risk, Compliance
  • Predictive Analytics
  • Mobile Apps
  • Managed Mobility
  • Mobile Platform
  • Mobile Secure
  • Mobile Services
SaveCustomize local layout
Exit system taskAdvanced Search
CancelFirst page
PrintPrevious page
Create new sessionNext page
Create ShortcutLast page

Note − Toolbar button is gray; it is not available for use on that particular screen.

Command Field

Command field is used to enter the Transaction codes that direct to a system task or application without using Menu paths. Command field can be opened and closed by using the icon on the right of the Command Bar i.e.

You can execute the following commands in this field with Enter

  • To call a transaction in the same session (window)

    Enter − /nxxxx (xxxx = transaction code)

  • To call a transaction in the same session (window), whereby the initial screen is skipped

    Enter − /*xxxx (xxxx = transaction code)

  • To call a transaction in an additional session

    Enter − /oxxxx (xxxx = transaction code)

  • To end the current transaction

    Enter − /n

    Caution − Unsaved changes are lost without warning

  • To delete the current session

    Enter − /i

  • To generate a session list

    Enter − /o

  • To end the current transaction and return to the starting menu

    Enter − /ns000

  • To log off from the system

    Enter − /nend

  • To log off from the system without a confirmation prompt

    Enter − /nex

    Caution − Changes that were not saved are lost without warning.

Title Bar

In between the Standard Toolbar and the Application Toolbar lies the Title Bar. It is used to display the name of the screen or application you are accessing. Title Bar is dynamic and changes from application to application.

Application Toolbar

The Application Toolbar is located directly below the screen title. It contains buttons that duplicate functions available from the menu bar, but provides quicker access to some of the most commonly used functions for the current screen and system task.

The buttons available in the Application Toolbar changes from application to application as per the design. So they are not constant.

As highlighted in the following screenshot, the buttons Help and Layout Menu are always available on every screen in the Application Toolbar.

Status Bar

The Status Bar is located at the bottom of the SAP screen. It displays important system messages such as errors and completion of transactions. It also displays other session information such as:

  • System − Server in which you have logged in (in Screenshot: AU1)
  • Client − The client database you are accessing (in Screenshot: 130)
  • User − User ID with which you have logged in (in Screenshot: SWIN1-83)

Of the five types of messages, only three are displayed in the Status Bar.

Success Message

Error Message

Warning Message

Menu Bar

Once you have logged onto the application, the initial menu screen appears. All the menus are displayed in the menu bar. The menus that appear in the menu bar vary according to the task you are doing in the R/3 System. Therefore, you will see different menus as you work on different tasks.

System and Help menus are always available on every screen in the R/3 system −

  • System Menu − It contains functions that affect the system as a whole, such as Create Session, End Session, User Profile, or Log Off options.

  • Help Menu − It contains functions for accessing various forms of online support.

Note − In order to determine what function an icon represents on the toolbar, place the cursor on the icon (if it is enabled) and a floating box will appear with text and a unique Function key used to identify the icon.

Navigation Area

Navigation Area is referred as the area in the SAP menu where User Menu and Favorites folders and their subfolders are located. Under Navigation Area, you will find three folders: Favorites, User Menu, and SAP Menu.

  • Favorites () Favorites are created by the users according to their preferences. All the transaction codes which the users have access to and used in regular day-to-day activities are usually added to this folder.

  • SAP User Menu () Content or the transaction codes in this menu are derived according to the roles and authorization given to a particular user. All the transaction codes specified in a particular role given to a user will appear in the User Menu.

  • SAP Standard Menu () This is a standard SAP menu derived via roles and authorizations.

This chapter provides an overview of ABAP − the programming language used in SAP for developing business application support and development.

ABAP (Advanced Business Application Programming)

ABAP is a programming language that runs in the SAP ABAP runtime environment, created and used by SAP for the development of application programs including −

  • Reports
  • Module Pool Programming
  • Interfaces
  • Forms
  • Data conversions
  • User Exits & BADI

All of R/3’s applications and even parts of its basis system were developed in ABAP.

ABAP is an event-driven programming language. User actions and system events control the execution of an application.

ABAP is also called ABAP/4. The “4” in ABAP/4 stands for “Fourth Generation Language” or 4GL.

ABAP Workbench

The ABAP Workbench is used by SAP for the development of standard and custom application software. The ABAP Workbench is also used to create dictionary objects. It consists of the following components −

  • ABAP Editor is used to maintain programs.

  • ABAP Dictionary is used to maintain Dictionary objects.

  • Repository Browser is used to display a hierarchical structure of the components in a package.

  • Menu Painter is used to develop graphical user interfaces including menu bars and toolbars.

  • Screen Painter is used to maintain screen components for online programs.

  • Repository Information System contains information about development and runtime objects, such as data models, dictionary types and table structures, programs, and functions.

  • Test and Analysis Tools, such as the Syntax Check and the Debugger.

  • Function Builder, which allows to create and maintain function groups and function modules.

  • Data Modeler, a tool which supports graphical modeling.

  • Workbench Organizer, which maintains multiple development projects and manages their distribution.

Note − The ABAP Workbench used to be known as the ABAP/4 Development Workbench.


Report programs produce lists and can be divided into classical reports and interactive reports.

Sap User Change Log

  • Classical reports do not allow interaction by the user; therefore, the basic list contains extensive information that the user must often sort through to find relevant data.

  • Interactive reports allow interaction by the user; therefore, the user can produce secondary, detailed lists of the basic list by choosing the relevant data and requesting more information.

  • SAP Query or Ad-hoc Query or InfoSet Query is a tool that allows the end-user to design different queries based on different input and output parameters in the SAP system according to the requirement. This is one of the reporting tools majorly used in the HR Module to pull data from relational databases. InfoSet Query is suitable for reporting in all areas of the SAP R/3 system.

Ad-Hoc query provides three different kinds of reports −

  • Basic List − Simple reports.

  • Statistics − Reports with statistical functions such as average, percentage, etc.

  • Ranked List − For analytical reports.

Transaction code used to access ad-hoc Queries −

  • SQ01 − Maintain Queries

  • SQ02 − Display InfoSet

  • SQ03 − Maintain User Groups

Data Entry

The SAP database has to be filled before the end-users can start working over the business process for analyzing and reporting purpose. Various methods are used to transfer data into the system at various stages depending upon the complexity and data volume to be transferred.

Data can be transferred from SAP to SAP or SAP to non-SAP systems (legacy system). Data can also be transferred through manual entries. The tools used for data transfer are as follows −

  • BDC (Batch Data Communication)
  • IDOC (Intermediate Document)
  • LSMW (Legacy System Migration Workbench)
  • Interfaces through upload of .txt or Excel files holding data
  • Manual data entry using transaction codes


SAP generates a variety of documents such as purchase orders, sales orders, invoices, pay-slips, etc. You can take a print of these documents whenever required. The following illustration shows how the printing process works in a SAP system.

Different kinds of print methods are needed in a SAP system, such as −

  • Local printing
  • Remote printing (network)
  • Front-end printing (SAP GUI for Windows)
  • Front-end printing (SAP GUI for HTML)

After the user triggers the print process, the print requests are sent to the spool server, which contains the dialog and spool work processes required for the processing.

General Programming

Programs can be written interactively using the capabilities of the R/3 system. Programs can be executed both online and in the background. Background jobs can also be scheduled to run at specific intervals.

  • Module pool programming (or online programming) involves the creation of a module pool (a collection of ABAP modules) and one or more screens. The modules are called by the screen processor during program execution.

  • Batch input processing is used to ensure the safe transfer of data into the SAP system. This process is an automatic, protected data transfer to the SAP system which uses SAP transactions to validate data as it populates the SAP database.

  • ABAP contains statements that conform to CPI-C standards (Common Program Interface - Communications). These are used for programming communications programs.

  • ABAP can read and write sequential datasets.

There are three points to look after in order to ensure security −

  • Confidentiality − Unauthorized disclosure of data

  • Integrity − Unauthorized modification of data

  • Availability − Denial of service (a lack of availability of computing resources)

In SAP runtime environment, both application security and unauthorized system access to SAP have to be controlled. The user accounts defined for users in the SAP runtime environment are secured by roles that grant authorizations to them. SAP authorizations control access to transactions (Business Process Activities), or what can be performed within a specific business process step by −

  • Keeping unauthorized persons out of the system
  • Keeping people out of places where they should not be
  • Safeguarding the data from damage or loss


In order to avoid threats, a sound and robust system implements safeguards such as access control, firewall, encryption, O/S hardening, digital certificate, security monitor, and antivirus.

Classification of Security

Security can be classified into three different categories −

  • Organizational Security − Related to organization
  • Physical − Related to the physical assets
  • Technical − Related to technical threats. This is again dived into four types −
    • Program-level security
    • O/S-level security
    • Database security
    • Network security

Different Layers of Security

We can help multiple layers of security in a SAP R/3 system.

  • Authentication − Only legitimate users should be able to access the system.

  • Authorization − Users should only be able to perform their designated tasks.

  • Integrity − Data integrity needs to be granted at all time.

  • Privacy − Protection of data against unauthorized access.

  • Obligation − Ensuring liability and legal obligation towards stakeholders and shareholders including validation.

This chapter explains the following topics −

  • the role of a BASIS Administrator,
  • tasks related to SAP BASIS Administration, and
  • categorization of SAP Administrative tasks.

We can subdivide the roles of a SAP BASIS Consultant into the following categories −

Server Administrator

  • Interface Analyst
  • Solution Specialist
  • System Architect

Network Administrator

  • Transport Administrator
  • Batch Administrator

Database Administrator

  • Security Specialist
  • ABAP Specialist
  • DDIC Manager

OS Administrator

  • System Administrator

Roles of a SAP BASIS Consultant

The following illustration depicts the typical roles performed by a SAP BASIS Consultant −

Tasks Performed under Different Roles

We can further categorize the tasks performed under different roles −

System Architect

  • Sizing SAP systems
  • Design SAP landscape

Transport Administrator

  • Change control across SAP landscape

Batch Administrator

  • Create and manage batch jobs across landscape

Security Specialist

Sap User Change History

  • Design, monitor, and manage access to SAP landscape

ABAP Specialist

  • Troubleshoot and tune ABAP programs
  • Apply correction to program

DDIC Manager

  • Manage changes to SAP data dictionary


  • Manage integrity of SAP database objects
  • Manage backups and restore

System Administrator

  • Maintain system health
  • Monitor and tune system performance

Interface Analyst

  • Analyze and Monitor
  • Interfaces within SAP landscape

Solutions Specialist

  • Installation of AP / Add-On
  • Migrate OS / DB
  • Upgrade SAP version
  • Archiving of SAP Data

SAP BASIS Administration Tasks

SAP BASIS administration tasks can be further categorized as follows −

SAP Administration

  • Starting and stopping SAP instance(s)
  • User administration – setup and maintenance
  • Authorization / Role / Profiles – setup and maintenance
  • Setup SAP security
  • Maintenance of system’s health
  • Monitor system performance and logs
  • Spool and print administration
  • Maintain system landscape
  • Transport management systems
  • Manage change requests
  • Create / Manage batch jobs
  • Backup schedule, run, and monitor backup of SAP
  • Apply patches, kernel, and OSS notes

Database Administration

  • Database Space Management
  • Database Backup
  • Database Recovery
  • Database log (Redo log, Archive Log) management
  • Database Performance Tunings

Operation System Administration

  • Operation system security
  • Operation system performance tuning
  • OS space management
  • OS level background job management
  • OS level backup and recovery

Overall System Monitoring

  • Monitoring R/3 servers and instances
  • Monitoring users and authorizations
  • Monitoring security part
  • Monitoring workload analysis
  • Monitoring processes
  • Monitoring buffers
  • Monitoring operating system
  • Monitoring database
  • Monitoring backups

SAP Administrator's Frequently Used Transactions

  • SM04/AL08 − User List

  • SM51 − Display Application Server

  • SM37 − Background Job Overview

  • SM50/SM66 − Manage Work Processes

  • SM12 − Mange Lock Entries

  • PFCG − Maintain Roles

  • SM13 − Manage Update Records

  • SM21 − Analyze System Log

  • SM02 − Send System Messages

Transaction codes are used in SAP for getting an easy access to custom applications or to call predefined processes. Transaction codes are a kind of shortcuts for different applications. Various categories of transaction codes are defined according to application area and modules. Some common and most widely used transaction codes are defined below.

ABAP / Tables / Data Dictionary

  • SE11 − Dictionary definitions

  • SE14 − Database utility

  • SE16 − Data Browser (display only)

  • SE16n − Modify: “&sap_edit” (uase16n)

  • SD11 − Data model

  • SM30/SM31 − SAP Table view maintenance

  • SE54 (SOBJ) − Table / View Cluster

  • SE37 − Function module editor

  • SE38 / SE39 - Program editor / split screen

  • SA38 − Program execution

  • SE80 − ABAP development workbench

  • SE84 − Object navigator

  • SE18 − BAdI definitions

  • SE19 − BAdI implementations

  • SE24 − Class builder

  • SWO1/2 − Business object builder / browser

  • SMARTFORMS − Smart forms administration

  • SE71 − SAP script (Form painter)

  • SE43 − Area menu maintenance

  • SE91 − Message maintenance

  • SE93 − Transaction maintenance

Runtime / Logs / Database

  • SM21 − System log sm13 Update requests

  • ST22 − ABAP Runtime Error (Dump)

  • SM12 − Table look entries

  • SM56 − Number range buffers

  • SNRO − Number ranges

  • SE30 − Runtime analysis

  • ST01 − System trace

  • ST05 − SQL Trace

  • DB02, ST04 − Database tools / performance

  • ST02, ST06 − Database tune summary

  • SCU3 − Table logging (see V_DDAT_54)

Jobs / Batches / Events

  • SM36 − Job definition

  • SM37 /SMX − Job overview

  • SM50 − Process overview

  • SM34 − View cluster maintenance

  • SM49/SM69 − External commands

  • SM66 − Process overview

  • SM62/SM64 − Event overview / administration

  • STVARV(C) − Selection fields variables

User Administration

  • SM04 − User overview

  • SU53 − Check authorization data for user

  • SUIM − User information / authorization

  • SU20 / SU21 − Authorization object and class / field

  • SU01 − User maintenance PFCG roles

  • SU03 − Authorization Archive Development Kit (ADK)

Batch Input

Sap User Manual Pdf

  • SM35 − Batch Input: session overview

  • SHDB − Batch input recorder

Paths & Connections

  • AL11 − SAP file directory

  • FILE − Logical file path

  • SM58 − Transactional RFC

  • SM59 − RFC connections

Spool (Print Output)

  • SP01 − Spool request selection

  • SP02 − List of own spool requests

  • SPAD − Spool administration

In this chapter, we will understand the different phases of a SAP Project Lifecycle. A SAP project lifecycle consists of various stages, starting from evaluation to the project’s subsequent support.

SAP Project Lifecycle

Stages of SAP Project Lifecycle

A typical SAP project undergoes the following stages in its lifecycle −


Evaluation may be a decision to choose between different software vendors or selection of products from a single vendor.

Project Preparation

Since a SAP implementation intends to map the organization processes to the ones defined by SAP, the implementation needs to have on-board people with complete knowledge of the organization business processes. The project preparation phase, amongst other things, aims to identify this team.

Business Blueprint

A business blueprint includes what modules of a SAP product would be used and the mapping of the existing business processes to the processes provided by SAP.


The actual work of customizing the SAP software to be in sync with the organizations business processes is done in this phase. It includes customization of existing SAP package and solution along with the development of new objects based on requirement.


The changes made in the realization phase need to be tested in isolation as well as in a consolidated manner using real-time data. This is done in the testing phase.

Final Preparation

The production system is prepared using the changes from the realization and testing phases. Certain activities need to be done directly in the production system as well. These activities take place during the final preparation phase.


In this stage, the final product is released to the end-users. The go-live may be done in a Big Bang (all modules at one go) or in a phase-by-phase manner.

Sustain / Support

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Dear SAP Experts,

Some companies have not prepared the documentation for the user guide of SAP Purchase Order but this document should always be in your folder.

Every company has a different system with their custom developments but the below fields might be familiar.



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The aim of this document is creating and changing Purchase Order (after now PO). POs can be created by two ways. One of them is creating PO manually without a PR. Second one is creating by using an assigned PR.

Table of Contents

1.Creating Purchase Order

1.1.Manually Creating Purchase Order

1.1.1.In case of a SKU (Material with a code)

1.1.2. Purchase Order for Assets

1.1.3. PO for Items to be Purchased for a Project

1.2.Creating PO Via Requisition (PR) Assignment List

2.Changing PO


4.Displaying PO

1.1. Manually Creating PO

POs can be created in the system Without taking any reference, PR.

Following SAP Menu

Logistics -> Materials Management -> Purchasing -> Purchasing Order -> Create -> Vendor/Supplying Plant Known

Transaction Code


By following the above menu path or typing the transaction code ME21N in transaction bar, below screen is opened.

Proper document type is chosen from the upper left side of the screen.

After selecting proper PO document type, vendor code is entered in “Vendor” field. If vendor code is not known, it can be searched by using F4 in the “Vendor” field. After pressing F4, below screen is opened.

Vendors can be filtered by below fields.

By pressing button vendor list is obtained. Proper vendor is chosen from the list and the “enter” button is used to bring the vendor into PO.

After vendor selection, “Purchasing Organisation”, “Purchasing Group” and “Company Code” fields under “Organizational Data” section are filled. Proper Purchasing Group can be chosen.

After fixing the above mentioned fields, by pressing enter, payment terms, Incoterms and currency data related with the vendor are automatically brought into PO from vendor master data. But, these data are subject to change if required.

If this is a PO for a SKU, material code is typed in “Material” cell. If not, material description is typed in “Short Text” cell. Then, price, quantity and Plant information are typed in the related fields.

1.1.1. In case of a SKU (Material with a code)

From the master data of the material, material group, storage location, delivery date, unit information are automatically adopted. After typing the price information, by pressing button, PO is checked for any problem. If there is not any problem message, by pressingbutton, PO is saved and a PO number is generated by the system.

1.1.2. PO for Assets

Firstly, vendor and organizational data are filled. Then, after choosing proper material group from the list, Acc. Assignment Cat. is chosen as “A”. Then, PO quantity, delivery date and price information are entered to the related fields.

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For Account Assignment, if the item is purchased from domestic market (Standard PO), “Asset” field is set as “DUMMY” or any dummy code which is your company used. If this is an import subject, an asset number is obtained from Accounting Department and then this number is entered in “Asset” field.

After completing all necessary fields, PO is checked for any problem message by clicking button . Then, PO is saved by clickingbutton. A PO number is generated by system.

1.1.3. PO for Items to be Purchased for a Project

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Firstly, vendor and organizational data are filled. Then, after choosing proper material group from the list (if this is a purchasing for a non-SKU item), Acc. Assignment Cat. is chosen as “P”. Then, PO quantity, delivery date and price information are entered to the related fields.

After choosing Acc. Assignment Category as “P”, on item basis G/L Account and WBS Element selections should be written properly and respectively.

After completing all necessary fields, PO is checked for any problem message by clickingbutton . Then, PO is saved by clickingbutton. A PO number is generated by system.

1.2. Creating PO Via Requisition (PR) Assignment List

This way of creating PO is the mostly used one. It is the way to create PO with assigned PR documents. Many of the information comes from the assigned PR.

Following SAP Menu

Logistics -> Materials Management -> Purchasing -> Purchase Order -> Create -> Via Requisition Assignment List

Transaction Code


By following the above path or directly typing the transaction code ME58 in transaction box, below screen will be opened:

In this screen, it is possible to filter assigned PRs with respect to different parameter. After filtering and executing this selection(s) with button , we will reach below screen view on which requested PRs are displayed.

By double clicking on the expression “W/o Outl. Agmt” below window is opened. Proper PO document type is choosen and purchasing group and purchasing organization fields are entered properly if not filled. Then, by clickingbutton, our settings are brought into PO creation screen.

By picking the PR request on the left side and moving it into the basket, all information in the PR are brought into PO document:

WARNING: It is strictly recommended that after bringing PR into PO, currency, prices, payment terms, delivery terms and other data coming from vendor master data to be checked specifically for the new PO. This is because those information are master data but one can create a PO for the selected vendor with different terms and conditions.

If we want to change the delivery date, it is required to change the in the “Statistical Delivery Date” field under “Delivery Schedule” section. For import POs, this date represents the delivery date of the vendor with respect to delivery terms. For example, if this would be a FCA delivery, then, the date in “Statistical Delivery Date” represents the date that vendor will deliver the goods at the delivery point. However, date in the “Delivery Date” field represents the date that the item will be in your company’s stocks.

Generally, “Delivery Date” should not be changed. Instead, one can manage delivery date of the item to your company’s stocks by changing confirmations. Confirmations will be shown later.

After completing all necessary fields, PO is checked for any problem message by clickingbutton . Then, PO is saved by clickingbutton. A PO number is generated by system.

This transaction is used to make changes in a previously created PO.

Following SAP Menu

Logistics -> Materials Management -> Purchasing -> Purchase Order -> Change

Transaction Code


By clicking the transaction on the list, below screen is opened:

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Always, last created/saved PO will be brought in the screen. To display a different PO, by clickingbutton, required PO number is written andbutton is clicked.

After completing all changes, PO is checked for any problem message by clicking button . Then, PO is saved by clickingbutton.

After forwarding PO document to the vendor, confirmation data received from the vendor is stored in the system. For this action, again, PO change transaction is used. Confirmations are seen by planning department via “Stock/Requirements List” screen (MD04) and production plans are made according to confirmed delivery date(s) and quantities.

Following SAP Menu

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Logistics -> Materials Management -> Purchasing -> Purchase Order -> Change

Transaction Code


Before saving the confirmation information, planning departments will see PO item stock availability date as 29.07.2015 (29.07.2015 + 0 days for material quality control (this data is defined in material master data)).

By default, Confirmation Control Key is selected; it is defined in vendor master data. To enter confirmation data, first, under “Confirmations” section, “AB-Order Acknowledgment” is chosen in CC (Confirmation Category) field. Then, delivery date confirmed by vendor is typed in “Delivery Date” field and quantity is entered in “Quantity” field. And, by pressing enter (skipping yellow warning messages), confirmation information are set.

After entering confirmation data, planning will see the PO item as below:

It turns out that item will be available for production on 10.08.2015 (01.11.2012 + 0 days for material checks). Since this will affect production plans, it is important to inform planning department about such change before or just after entering the confirmation data. For import PO, confirmation data which are stored in this way again represents the item’s delivery date to Evyap stocks. But, this time this date is an estimated date because it depends on freight period, custom clearance operations and in-land freight periods.

After all, if all confirmation data is set, then by clickingbutton, changes are saved.

This transaction is used to display a previously created PO.

Following SAP Menu

Logistics -> Materials Management -> Purchasing -> Purchase Order -> Display

Transaction Code


By typing above transaction code in transaction box, below screen is opened:

Always, last created/saved PO will be brought in the screen. To display a different PO, by clickingbutton, required PO number is written and button is clicked.

Prepared By Beste Şahin.