90 Tips & Tricks Every SAP Super User Should Know - Submitted.pdf

NextGen Super Users:
Department of the Future
www.SAPinsight.com
90 Tips & Tricks
Every
SAP Super User
Should Know
Authored by SAPinsight Members:
SAP System Provided by:
Constance Darnell
Gus Lopes

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SAP
SAP GUI
SAP Instance
SAP Client
SAP Session
SAP Portal
SAP (Systems, Applications, and
Products in Data Processing): The
software application known as SAP is
part of a category of software known as
Enterprise Resource Planning (ERP)
software. ERP systems integrate
business processes and various
business tasks across functional areas
into one system.
SAP = name of the company.
R/2, R/3, ERP, S/4 = name of software.
Tip 1 – Key Terms

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SAP
SAP GUI
SAP Instance
SAP Client
SAP Session
SAP Portal
SAP Portal provides a single point of
access to SAP and non-SAP sources
through a web browser. This can be
used by employees, customers,
partners, and suppliers.
Tip 2 – Key Terms

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SAP
SAP GUI
SAP Instance
SAP Client
SAP Session
SAP Portal
SAP GUI (Graphical User Interface):
SAP GUI is the local computer
application used to access the SAP
transactions and data.
Tip 3 – Key Terms

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SAP
SAP GUI
SAP Instance
SAP Client
SAP Session
SAP Portal
SAP Instance: Used interchangeably
with "server" or "application server" in
the SAP system, instance is the server
used to run SAP. The instance is a self-
contained version of the SAP database
containing all clients, customers,
materials, and other data necessary to
perform all transactions.
Tip 4 – Key Terms

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SAP
SAP GUI
SAP Instance
SAP Client
SAP Session
SAP Portal
SAP Client: A self-contained unit in
the SAP system. A client has its own
transaction data and its own set of
tables but share the transactions
applications with other clients in the
same instance.
You do your daily work in a specific
client within your Production system.
Tip 5 – Key Terms

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SAP
SAP GUI
SAP Instance
SAP Client
SAP Session
SAP Portal
SAP Session: An active SAP
connection in which a transaction can
run. Users can open up to six sessions
at a time.
Tip 6 – Key Terms

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There are commonly two ways to access
SAP:
• SAP Portal
• SAP GUI
Tip 7 – Logging On

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On the main menu bar
 Click System.
 From the drop-down menu, select
Log off. The log off confirmation
box displays.
 Make sure there is no data that
needs to be saved, then click Yes.
Tip 8 – Logging Off

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Easy Access Screen
Transaction
Toolbar
System Message
Tip 9 - Key Terms
Easy Access Screen
Where you start every session and is
the primary user navigation area.
Consider this the equivalent of a main
menu.

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Easy Access Screen
Transaction
Toolbar
System Message
Tip 10 - Key Terms
Transaction
A business function program.
Executing transactions in SAP creates
the day-to-day working data (e.g., a
purchase order, a sales order, etc.) and
the data is exchanged between SAP
modules.

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Easy Access Screen
Transaction
Toolbar
System Message
Tip 11 - Key Terms
Toolbar
A grouping of control functions. Controls
that are typically included are buttons
(with text or icon).

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Easy Access Screen
Transaction
Toolbar
System Message
Tip 12 - Key Terms
System Message
Information provided to the user
concerning the transaction being
executed.
There are three types:
1. Information/confirmation,
2. Warning,
3. Error messages that must be
corrected in order to proceed.

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The Menu Bar identifies the functions
available within the current task. The
menu options change based on the current
transaction and screen within the
transaction.
Tip 13 – Menu Bar

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The Standard Toolbar contains buttons
used to execute the most common tasks in
SAP, including the Command field, Save,
Back, Cancel, Exit, Find, First Page,
Previous Page, Next Page, Last Page,
Create a New Session, Generate a
Shortcut, Help, and Customizing the
Local Layout.
• The Command field is used to access
transactions.
• Buttons on the Standard Toolbar are
grayed out if that function is not
available on the current screen.
Tip 14 – Standard Toolbar

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The Title Bar displays directly below
the Standard Toolbar. When
processing a transaction, the Title Bar
displays the current task name.
Tip 15 – Title Bar

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The Application Toolbar contains
shortcut buttons to access commonly-used
functions for the currently active SAP area.
The toolbar content changes as you access
different areas of SAP.
Tip 16 – Application Toolbar

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The SAP Menu is available
only on the SAP Easy Access
screen. It is used to navigate to
specific SAP transactions.
Tip 17 – Menu Path

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The Status Bar displays system
information on the lower-right
side of the screen and system
messages on the lower-left side of
the screen.
Tip 18 – Status Bar

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 The Status Bar displays system
information and system messages.
 Click the Expand button (drop-
down arrow) in the lower-right
corner of the screen to display
system and client information, the
session number in which you are
currently working, the current
transaction or screen, and other
information.
Tip 19 – Status Bar…

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There are three types of system
messages in SAP.
Stop - Identifies an incorrect
entry in the system
OK - Identifies affirmative system
messages
Warning - Identifies information
that may be an error
Tip 20 – System Messages

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Technical Names
Favorites
User Profile
Tip 21 - Key Terms
Technical Names
The alpha-numeric code that we all
know and love ☺ as transaction code.
Ex: MM01

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Technical Names
Favorites
User Profile
Tip 22 - Key Terms
Favorites
Favorites allow you to store transactions
and frequently-used paths as well as
folders, files, and links to the Internet.

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Technical Names
Favorites
User Profile
Tip 23 - Key Terms
User Profile
Displays a subset of the attributes
stored for a user.

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 The Menu Path is used to navigate
to specific SAP transactions.
 By default, SAP displays the text
name for transactions but not their
associated transaction codes.
Tip 24 – Display Technical Names

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To display the transaction codes:
 From the SAP Easy Access screen,
on the Menu Bar, click Extras.
 From the drop-down menu, select
Settings.
 On the Settings pop-up box, select
the Display technical names
checkbox.
 Click the Enter button to continue.
Tip 24 – Display Technical Names…

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The transaction codes display before
the transaction names.
Tip 24 – Display Technical Names…

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Tip 25 - Maintain Favorites
3 ways to add a transaction to the
Favorites folder:
 From the SAP Easy Access screen,
follow the menu path Favorites >
Add.
 Click and drag the transaction from
the SAP Menu path and drop it in
the Favorites folder.
 Right-click the transaction and
select Add to Favorites from
the context menu.

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To edit your own data:
From the menu bar, select System >
User Profile > Own Data. The
Maintain User Profile screen displays.
There are 3 tabs:
 Address
 Defaults
 Parameters
Tip 26 - Maintain User Profile

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Address tab
contains user information like
name, location, phone, and email
address.
Tip 27 - Maintain User Profile…

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Defaults tab is used to select SAP
settings.
 Start menu – used to specify a
custom default menu.
 Logon Language – defaulted by
system.
 Decimal Notation, Date Format,
and Time Format – set to match the
area where you do business.
 Spool Control – printer setup.
 Personal Time Zone – set your time
zone if it differs from the
computer’s.

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Parameters tab is used to store default
values in SAP. For example, if you always
want to default a company code in the
vendor search screen, then you can set
that on the Parameters tab.
 The first step is to find the
Parameter ID. You do that using a
transaction that has the field you
want to default.

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Parameter IDs
 Click in the field you want to default,
and then press [F1].
 The Help screen for the field
displays. Click the Technical
Information button.
 Locate the Parameter ID. For this
field, it is BUK.
 Close all screens and return to the
Maintain User Profile screen.

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 Type the parameter ID (“BUK” in this
case) in the Parameter ID field.
 Type the company code (in this case
1020) in the Parameter value field.
 Click the Enter icon on the main
toolbar to complete.
 Company code 1020 is now
defaulted every time you use a
transaction that contains the
Company Code field.

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Menu Path
Command Field
Input Field
Display Field
Menu Path
The sequence of selections necessary
to choose a specific operation or
transaction.
Tip 32 - Key Terms

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Menu Path
Command Field
Input Field
Display Field
Tip 33 - Key Terms
Command Field
An input field located to the right of the
Enter icon in the Standard Toolbar. It
is used to enter a transaction code and
call a transaction without having to drill
down through the SAP Menu.

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Menu Path
Command Field
Input Field
Display Field
Tip 34 - Key Terms
Input Field
Consists of a field name and an input
area. You can enter and edit text in the
input area.

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Menu Path
Command Field
Input Field
Display Field
Tip 35 - Key Terms
Display Field
A field that can be viewed but not
edited. A display field is generally
grayed out.

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Tip 36 - Accessing Transactions
There are two additional ways to access
transactions in SAP:
 Select the transaction from the SAP
Menu.
 Enter the transaction code in the
Command Field on the Menu Bar,
and then click the Enter button or
press [Enter] on the keyboard.

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Tip 37 - Field Types
There are 2 types of fields on all SAP
transaction screens.
• Input fields generally have a
white background and accept
data entry.
• Display fields are generally
grayed out and do not allow
data entry.

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Input fields have three types of field entries:
• Required fields must be completed to
continue or save the transaction.
▪ System-required fields are denoted
with a checkmark.
▪ Business-required fields may not have
indicators.
• Optional fields do not have to be
completed to save the transaction.
• Conditional fields are also not required
except in certain cases where another entry
makes it required.
Tip 38 - Field Types…

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Tip 39 – Checkboxes vs. Radio Buttons
• Checkboxes can be used to select
multiple items from a list.
• Radio buttons are used to select
one and only one item from a list.

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Matchcode
ALV Grid Control
Matchcode
Enables quick searching for master or
transactional data through the
database by narrowing the search
criteria. Fields that contain a
matchcode search display a drop-
down arrow.
Tip 40 – Key Terms

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Matchcode
ALV Grid Control
ALV Grid Control
The ALV Grid Control (ALV = SAP
List Viewer) is a flexible tool for
displaying lists. The tool provides
common list operations as generic
functions and can be enhanced by
self-defined options. This allows you
to use the ALV Grid Control in a large
range of application programs.

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There are 3 categories of matchcodes:
 Possible Entries: A fixed list for
input, listed on one screen.
 Restrict Value Range: Many entries
for a field, with tabbed screens to
enter search criteria.
 Calendar Search: A calendar dialog
box enables you to select the day,
month, and year.
Tip 42 – Matchcodes

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Wildcards allow you to search text fields
for partial matches. Wildcard characters
take the place of letters or numbers.
The most common wildcard is the
asterisk (*).
Pet* returns entries starting with “pet”
*pet returns entries ending with “pet”
*pet* returns entries containing “pet”
Tip 43 – Wildcard Search

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To avoid searching through the entire list,
add any commonly used search results to
a Personal List.
Tip 44 – Personal Lists

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Many transactions provide an extensive
search criteria screen that you can
use to narrow the search so that it
returns only the needed results.
For example, the Scope of List field
defaults to BEST.
Tip 45 – Search Criteria

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The default results screen displays a
static version of the information. It has
limited drill-down capability using the
buttons on the Application toolbar.
Tip: Always try double-clicking on
fields in the result screen. Sometimes
you find a drill-down.
Tip 46 – Search Results (BEST)

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When you change the Scope of List to
ALV, the application displays the
information in a much more flexible
format that allows you to:
• Add, hide, or move columns
• Create and save special layouts for
future use
• Directly export the report to Excel
or Word
Tip 47 – ALV Grid Control

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Document Flow is a representation in
the system of the sequence of documents
for a business transaction.
 Document flow availability is
indicated by an icon on the
application toolbar.
 For example, a document flow can
consist of a quotation, a sales order, a
delivery, and an invoice.
Tip 48 – Document Flow

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SAP provides several ways to export data
depending on the transaction.
• For ALV Grids, click the buttons on
the Application Menu bar to export
directly to Excel or Word, or to
export lists in various formats.
• On some screens, from the main
menu, select System > List >
Save > Local file.
• On other screens, from the main
menu, select List > Export >
Local file or Spreadsheet or Word
Processing.
Tip 49 – Export Data

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Importing requires the use of custom
SAP transactions and specially-
designed spreadsheets.
Import examples:
• Journal entries
• Pricing
• Adding materials to contracts
Tip 50 – Import Data

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Variant
Variant
Set of input values for selection
screens. Can be used when selection
screens are called to initialize fields
with default values.
Variants can be created on a selection
screen using Goto > Variants.

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Variants are used to tailor selection
screens to produce reports that provide
the most useful information.
Using variants, you can:
• Set field defaults
• Protect fields to prevent them from
being changed
• Hide fields that aren’t needed
• Make certain fields required
• Adjust other fields to make the
report more useful
Tip 52 – Create Variant

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To use a variant:
Click the Get Variant icon on the
Application Toolbar and choose the
desired variant from the Directory.
Tip 53 – Use Variant

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Create new sessions:
• From the main menu, select
System > Create Session.
• On the Standard Toolbar, click the
New Session icon.
End a session:
• From the Menu Bar, select
System > End Session.
Tip 54 – Sessions

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 When you launch SAP, a single
session opens. Up to six sessions can
be opened.
 Open a new session when looking for
data that may impact a new
transaction: in the Command field,
type /o followed by the new
transaction.
 Display a material: in the Command
field, type /oMM01. The display
transaction opens in a new session.
Tip 55 – Sessions…
/oMM01

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There are two main Help features:
 F1 Help – includes field definitions
and information on system
messages. Press [F1] on your
keyboard to view information about
the selected field and the type of
data to enter into it.
 Customized Help – after accessing
a transaction in SAP, from the main
menu, select Help > [company
name] Help. If active in your
company, you will see customized
directions that provide step-by-step
instruction display for the current
transaction.
Tip 56 – Help

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Tip 57 – Help…
You can also get help from Super Users!
 Super Users – They are “power users" who
are very familiar with SAP and other systems
as well as the compny’s business processes.

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You can select whether or not pop up dialog
boxes appear for Errors, Warnings, Successes.
From the Customize Local Layout button
>> Options >> Interaction Design >>
Notifications >> Messages
Select the types of message you want to pop
up on the SAP screen.
Tip 58 – Pop up dialog box

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You can freeze columns on SAP reports, just
like MS Excel.
Tip 59 – Freeze Report Columns

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- Go to Extras > Settings > Set Start
Transaction
- You must log off and back on to see
change.
Tip 60 – Set Start Transaction

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- When on a report, press CTRL + Y to
select and copy data.
Tip 61 – Copy Text

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Tip 62 – Paste Text

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- T-code search_sap_menu allows you to
find the menu path for a given
transaction code.
Tip 63 – Search Menu

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https://help.sap.com/viewer/p/GLOSSARY
Example:
Tip 64 – SAP Glossary

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Tip 65 – Report Layout

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Tip 66 – Maintain Report Layout

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Tip 67 – Save Report Layout

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/n Takes the user to the root SAP Easy Access menu from anywhere.
/n + [T-code] Takes the user directly to the desired T-code from anywhere.
For example, “/nVA01” will take the user directly to the Create Sales Order
screen.
/* + [T-code] Like ‘/n + [T-code]’, but takes the user directly into the desired
T-code with the last values used. For example, “/*XD02” will take the user
directly into change mode screen for the last customer you were changing.
/nex Closes all windows for the current system/client and logs off of SAP.
/o Alone, it will generate an “Overview of Sessions” screen for the current
system. It also allows you to generate a new session.
/o + [T-code] When used as a prefix to a transaction code, it will open the
target transaction in a new window. For example, “/ova01” will open up the
Create Sales Order screen in a new window.
Tips 68 – 73
Command Field Shortcuts

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SU3 - T-code to manage your own user
id and default settings.
Tip 74 – User Profile

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You can make your cursor more visible
by going to > Options >
Interaction Design > Visualization
Tip 75 – Wide Cursor

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Visual Representation of
SAP HCM Objects Relationships
Tip 76 – Relationships

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What is an Infotype?
A SAP Infotype is an information unit used
to store employee relevant data required for
administration purposes.
It has a 4 digit-code and a related name. It
stores similar data into one screen.
For example, Personal Data (Infotype 0002)
stores the employee's personal data (i.e., first
name, last name, birth date, marital status).
Tip 77 – Infotype

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Company Code
Is the link between Finance and
Corporate Structure. Legal entity - with
one chart of accounts and one currency
- that is defined by Finance.
Company Code
FI versus CO
Tip 78 – Company Code

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FI - Finance
External facing. Legal reporting. P&L.
CO-Controlling
Internal facing. How the company is
organized and structured financially.
Cost Centers, Profit Centers.
Company Code
FI versus CO
Tip 79 – FI vs CO

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To find out who did it and when a
document was deleted:
• Execute a display tcode, for example
VA03 (Sales Order Display)
• Enter document number (Do not
press enter). Go to Environment >
Changes
Tip 80 – Deleted Docs

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If you get an authorization error for a
transaction you think you should have
access to, type /nSU53 and send a
screenshot of the results to your
system administrator.
/nSU53 – Display Authorization Data
for User
Tip ?? – /nSU53
Tip 81 – User Authorization

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To create a shortcut to transactions
directly on your desk top:
- Navigate to the transaction on the
SAP Easy Access menu.
- From the Menu Bar:
Click on Edit > Create shortcut
on the desktop
Tip 82 – Trx Shortcut

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If a transaction is taking too long to run, you
can stop it by clicking on the Control menu
> Stop Transaction (Top left
corner of your screen)
This icon is available on all transactions.
Tip 83 – Stop Trx

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Tip 84 – Print Screen
Click on the Customize Local Layout
button from the Standard Toolbar.
Select the Hardcopy option.
The print is sent to the default printer.

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Tip 85 – Auto tab to Fields
Click on the Customize Local Layout
button from the Standard Toolbar.
Select Options… >> Interaction Design >>
Keyboard Settings.
Cursor moves between entry fields
automatically. This function is useful when
you are entering a large amount of data and
you do not want to press the TAB key to move
from field to field.
AutoTAB only works at the end of an input field.
For example, if the Material field can hold 12
characters, but the material number you enter is
only 7 characters long, you must still press the TAB
key to move to the next input field.

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Click on the Customizing of local layout
button on the Standard Toolbar.
Select Options…
Click on the Visual Design option.
Make changes in the Font Settings section.
Tip 86 – Change Font Size

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Display Favorites below the SAP Menu:
From the Menu Bar, select Extras > Settings.
Check Display favorites at the end of list.
Click on the Save button.
Tip 87 – SAP Menu Display Options

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Useful when you work in a transaction with
a table of values. This example is ME22N.
Arrange the table columns to reflect the
layout that works best for you. Then save
your layout for future use.
Click on the Table Setting button in the top
right corner of the table.
Tip 88 – Change Table Settings

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From the Menu Bar:
Save your Favorites to a file:
Select Favorites > Download to PC.
To upload a Favorites list:
Select Favorites > Upload from PC
This will either insert or append, not replace.
You will not lose your existing Favorites.
Tip 89 – Share Your Favorites

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Tip 90
– Some fun “facts” about SAP! Just for laughs!
The Matrix runs SAP.
ABAP is the only language understood by aliens.
SAP can divide by zero.
By reading the source code of transaction SE38 you will
temporarily be granted invisibility.
Chuck Norris uses SAP to keep track of his death count.

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BONUS TIP
The Keep Button
Keeps the search result list “pinned” to the
screen.
Great for some data entry and research
options.

NextGen Super Users:
Department of the Future
www.SAPinsight.com
90 in 90
Tips & Tricks
Every
SAP Super User
Should Know
Content by Constance Darnell and Gus Lopes
1. Evaluate this session.
2. Visit the SAPinsight table.
3. Buy a book to learn more
about Super Users.
SUPER stuff to DO

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