SAP Training: Managing Your Work Environment

SAP Training: Managing Your Work Environment

The User profile submenu in the System menu allows you to customize and manage your SAP R/3 sessions. Customizing your user profile helps you to: Reduce data entry by setting certain data defaults

Set up your work environment

When you want to create a group of invoices, purchase orders, sales orders, or other records that contain the same or similar data, use the functions Set data or Hold data.

For example, let's say you need to enter 20 purchase orders. Each purchase order has the same delivery date and the ordered goods will be delivered to the same plant and storage location. Instead of entering the same data 20 times, you can enter the data once and then hold it on the screen.

Every time you create another purchase order, SAP R/3 enters the same delivery date and plant and storage location--the held data--in the appropriate fields.

Set Data

Set data does not allow you to change data that is held. This data becomes locked.

The advantage of set data is that the cursor will skip over the entered fields so that you do not have to continually press Tab to advance the cursor to the next field.

Hold Data

Hold data allows you to change data that is held. Suppose that out of 20 purchase orders, for example, two have different dates.

If you use the hold data function, you can change the data by typing over the date on the two different orders. You could not do this with set data.

You can hold or set data on an unlimited number of screens. The data you enter is held on the screen until you either delete it or log off of SAP R/3.

NOTE: The Hold data and Set data functions are not available for every task
.

To hold or set data on a screen:
Enter the data that you want to hold on the screen.

From the menu bar, select System > User profile > Hold data or Set data.

The data you enter is held on the screen. If Hold data and Set data are not available, a message is displayed in the status bar.

To delete data held on a screen:
Go to the screen that contains the data you want to delete.

From the menu bar, select System > User profile > Delete data.

The next time you access the screen, the held data will not be displayed.

The Own Data submenu contains your access to customizing the system based on your job responsibilities. Every department or user group will have specific user defaults and parameters that will help you in performing your SAP transactions more efficiently and correctly. These will be identified for you.

To set up or change your Own Data, select System > User profile > Own data. This will display the Maintenance screen.

The Maintenance screen is shown at the left.

This screen allows you to select the user address, defaults, or parameters tabs as needed to customize and manage your SAP R/3 sessions.

User Address

Your User address is your address for any business correspondence. The process for using this tab is as follows:

Select the Address tab.

Make additions or changes to your personal data in the Person and Communication sections.
Click on the 'Assign other company address' OR 'Assign new company address' button to create or change your business address/es.

Save your entries.

User Defaults

The Defaults tab allows you to set default formats for date fields and currency decimal placement.

You can also set your default printer (output device) and print controller options in this submenu.

Whenever you set up your initial user defaults or make any changes, be sure and save your entries and return to the SAP R/3 main menu screen and log off.

Note: When you make changes to your User defaults, they only become active after you log off and log back on.

User Parameters

The Parameters tab allows you to set defaults for different data in your SAP R/3 sessions. This function helps to reduce data entry.

By setting Parameter ID's (PID), user-specific, standard values for fields can be assigned that are common to frequently used transactions.

The system enters the default values automatically in the relevant fields. The user can overwrite any non-standard values.

To view or edit your user parameters:
Select the Parameters tab.

The screen at left appears.

In order to define default data for a given field, you will need to find the corresponding PID.

To do so, place your cursor on the field of the screen of the frequently used transaction, press F1 or the button to access the help function.
The Help pop-up box at left appears.
When the help message appears, press the "Technical info" button.
The Technical Information pop-up is displayed.

The graphic at left is an example of finding a PID for the field "Material type."
Go back to the Maintenance screen and enter the Parameter ID that you found from the Technical info pop-up box into the "Parameters" field.

Enter your default value for this field in the "Value" field.
For example, the screen at left shows that the user entered MTA in the "Parameters" field and ROH in the "Value" field.

Now for this user, every field in the SAP R/3 with a Parameter ID of MTA will have a default value of ROH.

7. Save your entries

Your User profile helps you to set up your work environment and reduce data entry by setting certain data defaults.

When you want to create a group of invoices, purchase orders, sales orders, or other records that contain the same or similar data, use the functions Hold data or Set data.

Set data will automatically use the defaults for various fields and will not allow you to change those fields. Hold data allows you to change data by typing over the default in the desired field.

The Own Data submenu contains your access to customizing the system based on your job responsibilities.