Step By Step Instructions

Step by Step instructions for using SAP R/3 are available on-line. A list of the major topics covered in the Step by Step instructions is available in the drop down list below. You can quickly select which topic you are interested in by selecting it from the list, or you can scroll down the page to view the entire table of contents.

Select a Topic of Interest From the List Below

Advanced Reporting Functions Advanced Requisition Processing Asset Management Reporting Guide BPS Budget Modifications BPS Budget Projections BPS Cognos Report with Comments Common R/3 Language Guide Duke Basics Guide Hospital & Health System R/3 Reporting Guide Journal Entry/JV Workflow Reconciliation & Documents Guide Requisition Processing University Reporting - Business Manager University Reporting - Non-Restricted University Reporting - Sponsored Project ZH230 Salary Setting ZH409 Processing Biweekly Overtime Report Introduction to Business Warehouse Guide

All of the Step by Step instructions are in Adobe Acrobat PDF documents. Use this link to obtain the Adobe Acrobat Reader if it is not already installed on your computer. For additional help installing the Adobe Acrobat Reader, please consult with your department's computer support staff.

 

Introduction to R/3

Duke Basics Guide
View the Whole Document (1.32MB)
      Last Revised April 2004
      See Related Course Description

1. Logging Into R/3
2. The SAP R/3 Window
3. Navigating R/3 Using the User Menu
4. Transaction Codes
   • How Can I Find the Transaction Code for a Particular Transaction?
   • How Do I Use a Transaction Code?
     
     
5. Command Codes
6. Multiple Sessions
7. Messages
   • Changing Messages to Display in Dialog Boxes
   • What are the Message Types
     
     
8. Setting User Profile
   • How Do I Enter My User Information?
   • How Do I Set My User Defaults (Printer & Date format)?
   • How Do I Set Parameter Defaults (Field Default Values)?
   • How Do I Find a Parameter ID (PID) for a Field?
     
     
9. Displaying Technical Names
10. The Favorites Folder
11. Logging Off of R/3
12. Fields and Matchcode Searches
    • How Do I Enter Multiple Selections for a Field?
    • How Do I Perform a Matchcode Search?
    • Guidelines for Using Asterisks in Searches
      
      
13. Tips and Tricks
    • How Do I Hide the Windows Taskbar?
    • How Do I Create a Shortcut on My Desktop for a Frequently Used Transaction?
    • How Do I Use the Shortcut from My Desktop?
    • How Do I Maximize/Minimize the R/3 Window?
    • How Do I Stop a Transaction (the “Hour Glass”) If Needed?
      
      
14. Supplement for MAC OS Users
    • How Will R/3 Look and Perform On a MAC?
    • How Do I Log Into R/3 on a MAC?
    • How Do I Print a Hardcopy (Screen) on a MAC?

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Common R/3 Language Guide
View the Whole Document (95.7KB)
      Last Revised June 10, 2002

1. Display a G/L Account-FS03
2. Display a Cost Center-KS03
3. Display Project Work Breakdown Structure-CJ03
4. Display a Profit Center-KE53
5. Finding the Equivalent R/3 Values for CUFS Values-ZFMP

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Journal Entry Guide
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      Last Revised June 5, 2008
      See Related Course Description

1. Transaction Code Quick Reference
2. Overview of the Journal Entry Process
3. Set User Preferences Via Editing Options
4. Initiate and Complete a Journal Entry Document Via Park Document
5. Initiate and Complete an Accrual or Deferral Via Park Document
6. Monitor the Status of Completed Journal Entries Via the Initiator’s SAP Outbox
7. Display a Parked Document (Individual or Via List)
8. Change a Parked Document
9. Attach a File (Word, Excel, Etc.) Via Change Parked Document
10. Display Changes to a Parked Document
11. Process a Rejected Journal Entry Via the Initiator’s SAP Inbox
12. Send a Copy of a Journal Entry to Other Users
13. Delete a Parked Document
14. Create an Account Assignment Model
15. Use an Account Assignment Model to Initiate a Journal Entry
16. Change or Delete an Account Assignment Model
17. Initiate a Journal Entry From the Excel JV Upload
18. Approve or Reject a Completed Document Via the Approver’s SAP Inbox
19. Forward a Completed Document to Another Approver
20. Create, Change, and View Attachments Via the SAP Inbox
21. Display a Posted Journal Entry Document
22. Change a Posted Journal Entry
23. Display Changes to a Posted Journal Entry
24. Reports To Track Journal Entries In the JV Workflow Process

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University Reporting-Sponsored Projects
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      Last Revised April 1, 2008
      See Related Course Description

1. Sponsored Project Master Data
   • Display Project (Customer Fields)
   • Display a Cost Element Group
   • Project Info System: Project Definition Overview (Project List)
     
     
2. University Organizational Reports
   • Sponsored Programs One Line Summary (ZF109)
   • Projects Ending Within 3 Months (ZF110)
   • Departmental Summary of Indirect Cost Recovery & Expenses (ZF111)
   • Progress Report – Award Based (ZF96A)
   • Manual Projections Load for Progress Report (ZF96)
     
     
3. University Cost Object and Line Item Reports
   • Project/WBS: Inception to Date w/ Plan
   • Project/WBS: Display Actual Line Items
   • Project/WBS: Display Commitment Line Items
     
     
4. Printing A Report
5. Exporting a Report to Excel

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University Reporting-Non Restricted
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      Last Revised November 4, 2004
      See Related Course Description

1. University Organizational Reports
   • All Funds One Line Summary Report (ZF107)
   • Plan/Actual One Line Summary Report (ZF127)
     
     
2. University Detail Reports   (Includes all of the reports below)
   • Cost Centers: Current/Cumulative Comparison with Statistical Revenue
   • Cost Centers: Display Actual Line Items
   • Cost Centers: Display Commitment Line Items
   • Profit Center: Plan/Actual Comparison Current/Cumulative
   • Profit Center: Display Actual Line Items
   • Project/WBS: Display Actual Line Items
   • Fund Trial Balance, No Commitments
     
     
3. Additional Reports
   • G/L Account Balance - Individual Accounts
   • Purchase Orders by: Account Assignment
     
     
4. Printing A Report
5. Exporting a Report to Excel

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University Reporting-Business Manager
View the Whole Document (891KB)
      Last Revised November 8, 2004
      See Related Course Description

1. R/3 Financial Master Data
   • Display a Cost Center Group
   • Display a Cost Element Group
     
     
2. University Organizational Reports  
   • All Funds One Line Summary Report (ZF107)
   • Sponsored Programs One Line Summary (ZF109)
   • Plan/Actual by Cost Element Group (ZF147)
   • Investments and Fund Balance Report (ZF125)
   • Trial Balance for Endowment Investments (ZF143)
   • Fund Trial Balance No Commitments
   • Accounting View of Payroll (ZH223)
     
     
3. Additional Reporting
• Purchase Orders: by Account Assignment
  
4. Printing A Report
5. Exporting a Report to Excel

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Reconciliation and Documents Guide
View the Whole Document (1.89 MB)
      Last Revised August 22, 2007
      See Related Course Description

1. Reconciliation of Financial Transactions
   • Importance of Financial Transaction Reconciliations
   • Performing a Reconciliation
   • Documentation
   • Compensation Expenses (Payroll)
   • Grants & Contracts Distinctions
   • Responsibilities and Record Retention
     
     
2. R/3 Documents
   • R/3 Document Type List (FI)
   • Other R/3 Documents (CO, PS)
   • The Most Common Document Types In More Detail
     
     
3. Displaying Documents via Report Drill Down
   • Before drilling down on an item from a line item report
   • To drill-down on a report line item
   • The stages of drill-down on a report
     
     
4. Displaying an R/3 (FI) Document – FB03
   • To print a copy of a document (from Document Overview – Display screen)
   • To view or print the extra text (note) for applicable documents
     
     
5. Journal Entry (Type SA, ZJ, ZB, or ZZ)
   • Key pieces of information
   • To view details about a particular journal entry line item
   • To view the extra text (audit documentation) if applicable
   • To see header information about the entire accounting document
   • To display any attached files (Word, Excel, etc.)
   • To display an overview of the Workflow approvals from a posted document
     
     
6. Vendor Invoice - Does NOT Reference PO (KN and YD)
   • Key pieces of information
   • To see if a check or EDI payment was issued and view the payment information
   • To view header information for the entire document:
     
     
7. Invoice - References PO (RN, RE, KG, YM, ZN, ZS, ZC and ZU)
   • Key pieces of information
   • To see if a check or direct deposit was issued and view the payment information
   • To view the referencing Purchase order for an Invoice line item
     
     
8. Accounts Payable Check Request/Tution Grant (ZT and ZQ)
   • Key pieces of information:
   • To see if a check was issued and display the payment information
     
     
9. Other Research for Invoices/Check Payment
   • To see if an invoice has been paid using the Purchase Order number
   • To see if an invoice has been paid using the vendor's invoice number
     
     
10. Travel Accounting: Employees & Students on Payroll ( YT)
    • Key pieces of information
    • To see if a check was issued and display the payment information
    • To view header information for the entire document from any screen
      
      
11. Other Travel Payments (YU)
    • Key pieces of information
    • To see if a check was issued and display the payment information
    • To view header information for the entire document
      
      
12. Experimental Subject Payments (ZK)
    • Key pieces of information
    • To see if a check was issued and display the payment information
    • To view header information for the entire document
      
      
13. Purchase Order
    • To display a Purchase Order (document number is known)
    • To display a list of Purchase Orders (document number not known)
    • To display a Purchase Order from an Invoice document referencing a PO
    • To display a Purchase Order from a Commitment on a report
    • Key pieces of information for each line item
    • To find who (in Procurement Services) created the Purchase Order
    • To see the Purchase Order history (Goods Receipt or Invoice documents)
    • To see the accounts charged, delivery location, and goods recipient
    • To see the vendor address/phone information
    • To view the referencing Purchase Requisition, if applicable
      
      
14. Purchase Requisition
    • To display a Purchase Requisition (document number is known)
    • To display a list of Purchase Requisitions (document number not known)
    • To display a Purchase Requisition from a referencing Purchase Order
    • To display a Purchase Requisition from a Commitment on a report
    • Key pieces of information
    • To view the details of a line item, like the price per item
    • To see if this line item is subject to release
    • To find who (in a department) created the Purchase Requisition
    • To see the accounts charged, delivery location, and goods recipient
      
      
15. Material Document (WA and WE)
    • Key pieces of information
    • To view the detailed expenses by Cost Center
      
      
16. Internal Orders (Work Orders)
    • Internal Order Actual/Plan/Variance Report

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Advanced Reporting Functions
View the Whole Document (645KB)
      Last Revised January 6, 2006
      See Related Course Description

1. Buttons to Functions Quick Reference
2. Further Selection Criteria (Dynamic Selections)
   • General Steps
   • Select By Org. Unit / BFR Code for University Project Reports
   • Select By Period for Line Item Reports
     
     
3. Multiple Selections of Cost Objects
• Import Cost Objects from Excel into Fields
  
  
4. Selection Screen Variants
   • Save Variant
   • Get Variant
   • Change / Overwrite Variant
   • Delete Variant
     
     
5. Process/Execute a Report in Background
   • Process Report in Background without Automatically Printing
   • Check Status of Background Job and View Report Output
   • Process Report in Background to Automatically Print at a Later Date
     
     
6. Sort
   • Sort Order
   • Cancel
     
     
7. Navigation of Cost Objects within a Cost Element Report
• Navigation of Cost Objects
  
  
8. Filter
   • Set Filter
   • Delete Filter
     
     
9. Subtotal (Line Item Reports Only)
   • Subtotal Set
   • Subtotal Reset
     
     
10. Column Settings (Line Item Reports Only)
    • Optimize Width
    • Column Width
    • Freeze/Unfreeze
      
      
11. Layout (Line Item Reports Only)
    • Choose a Layout
    • Change a Layout
    • Save a Layout
    • Whom to Contact to Delete a Layout
      
      
12. Other Reporting Tools Available
    • Display User Information and Status via USER ID (ZTCD)
    • Find and Find Next

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Requisition Processing
View the Whole Document (1.6MB)
      Last Revised May 2004

       -  Transaction Code Quick Reference Guide
       -  Setting Your Plant

1. Create a Requisition without a Material Master (ME51)
2. Create a Requisition with a Material Master (ME51)
3. Copy a Requisition (ME51)
4. Display a Purchase Requisition (ME53)
5. Change a Purchase Requisition (ME52)
6. List Display of Purchase Requisitions by Account Assignment: Cost Center (ME5K)
7. Create a Purchase Requisition for Items Assigned to Multiple Cost Centers (ME51)
8. Display a Purchase Order Using A Requisition Number (ME53)
9. Display a Purchase Order Using a P.O. Number (ME23)
10. Individual Release of a Purchase Requisition (ME54)
11. Collective Release of Purchase Requisitions (ME55)
12. Single Point of Entry/Stat and Resupply (ZM10)

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Advanced Requisition Processing
View the Whole Document (1.13MB)
      Last Revised November 2002
      See Related Course Description

1. Look up a Vendor-MK03
2. Purchase Order Display by Vendor-ME2L
3. Create a Duke Materials Ordering Guide-ZMOG
4. Release Strategy
5. Purchasing Group - Approval and Criteria-CT11
6. Goods Receipt-MB01
7. Goods Return-MB01
8. Materials Management Reporting
9. Reporting - List Display Purchase Orders-ME2K
10. Reporting - ZFR1 Tree
11. Printing a Report
12. Exporting a Report

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Hospital and Health System R/3 Reporting Guide
View the Whole Document (1.08MB)
      Last Revised May 25, 2005

1. Report Selection Criteria: Key Terms
   • Display a Cost Center Group
   • Display a Cost Element Group
     
     
2. R/3 Cost Object Reporting
   • Profit Center: Plan Actual Comparison Curr./Cumm. (Budget Variance)
   • Cost Centers: One Line Summary Mo/YTD
   • Cost Centers: Current / Cumulative Comparison
   • Cost Centers: Actual/Plan/Commitments
     
     
3. R/3 Line Item Reporting
   • Cost Centers: Display Actual Line Items
   • Material Issues (Cost Centers: Display Actual Line Items)
   • Cost Centers: Commitment line items
     
     
4. R/3 Organizational Reports
   • Accounting View of Payroll Activity (ZH223)
   • Payroll Activity Detail (ZH262)
     
     
5. Printing A Report
   
   
6. Exporting a Report to Excel

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ZH230 Salary Setting
View the Whole Document (252KB)
     Last Revised May 2008

1. Logging in
2. Sorting Information
3. Ways to Enter Salary Rate Changes
4. Downloading and Uploading Salaries
5. Writing A Note
6. Approvals
7. Reporting
8. Filtering
9. To export a report to Excel
10. Select a Layout
11. Return Salary Changes to the Previous Level

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Asset Management Reporting Guide
View the Whole Document (635KB)
     Last Revised June 29, 2006

1. Transaction Code Quick Reference
2. Display Asset
3. Asset Balance Report
4. End User Asset Inventory Report
5. Posted Depreciation Related To Cost Center Report (Health System Only)
6. Asset History Report
7. Printing A Report
8. Exporting A Report To Excel
   

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Processing ZH409 – Biweekly Overtime Report
View the Whole Document (36KB)
     Last Revised February 8, 2007

1. Purpose
2. Information Provided
3. Processing the Report

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BPS Budget Modifications
View the Whole Document (298KB)
     Last Revised August 13, 2007

1. Instructions

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BPS Budget Projections
View the Whole Document (655KB)
     Last Revised October 8, 2007

1. Instructions

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BPS Cognos Report with Comments
View the Whole Document (185KB)
     Last Revised March 19, 2007

1. Instructions

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Introduction to Business Warehouse Guide for Duke University (Company Code 0010)
View the Whole Document (635KB)
     Last Revised Nov.11, 2005

1. About SAP Business Warehouse (BW) at Duke
2. Logging Into SAP BW
3. The BEx Toolbar Functions
4. BW Terms and Definitions
5. Using an Existing Query – Fund Trial Balance
6. Saving a Formatted Query into a Workbook in the Favorites Folder
7. Opening a Workbook and Accessing a Saved Query at a Later Date
8. Other Navigation Tools for Queries
   • To navigate between BW and BEx using Alt + Tab Keys
   • To undo an action performed or go back to prior results
   • To prevent column sizes from adjusting to the default width
   • To eliminate the technical description of the Duke Cost Object
   • To swap the view from Duke Cost Object to Commitment Item (G/L Account)
   • To enhance the Commitment Item view by removing the hierarchy in the first column
   • To drill-down and further analyze a specific Commitment Item (G/L Account)
   • To expand the hierarchy and see all levels and cost objects
   • To display balances by period
9. List of Commonly Used Queries

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