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Navigating the System – SAP Logon, Easy Access etc.

Logging on to the System

SAP GUI enables the user to enter or display data, in short lets you to interact with the system.

SAP GUI is basically a standard access to almost every SAP solution. Certain SAP systems are accessible by specially configured front end programs. For example; SAP BW (Business Information Warehouse) has Business explorer as a specific front end.

These are following types of SAP GUI :-

·         SAP GUI for Windows environment.

·         SAP GUI for Java environment.

·         SAP GUI for HTML.

The SAP GUI program connects the computer with a particular SAP system. SAP provides an additional program for logging on to an SAP system: SAP Logon.


After starting the SAP Logon, list of SAP system will get displayed. From that list, you can select the system you want to log on to. So, from where does this list get generated? This list gets originated from a file on the front end: saplogon.ini. The logon load distribution of the resources that is made available by the selected system, is enabled by the SAP Logon program, when you try to logon.


Now when you have started the logon process, there will be a logon screen which gets displayed, there are relevant entries that are required to be filled, like:

  • Your user and password of the selected system.
  • Option of specifying a particular client.
  • Logon language.

The client is usually filled appropriately.

Let’s discuss them in detail as follows:-


User data is stored in the system according to the relevant client. For example; One can logon to the client 100 in the system, but cannot have a user for client 200. This stored user data in the client is also termed as “user master record”.


Your system administrator will provide you with an initial password that you can use when you first time logon to the system. During your first logon, you must enter this password and then subsequently you can use it further for logon to the system. In case you want to change your initial password, then you can make use of the new password button provided. You can change the password up to once a day.


As per the standard logic, the client is referred to as the company in an SAP system. That mean like there are several clients in an SAP system, so these can be termed as several companies, which can be represented at the same time. The client plays a vital role in a SAP system, in terms of table provided in SAP system, each table has a key field, the client has an equivalent as a key field in the tables of the database used in the SAP system. After you logon to the client, you are permitted to access the data of that particular client only.


There is a language box available on the logon screen; you can select one of the languages that the system supports. Installed SAP system can support many languages, which always include at least English and one other selected language.

One can logon to the SAP system more than once with a user. However with each additional logon and any further multiple logons, there is an information message that appears:-

  • Terminate this logon.
  • Continue with this logon without ending any other logons to the system. This will be logged in the system.
  • Continue with this logon and end any other logons on the system.

Please note that one can work in several sessions with one logon. Your system administrator can specify how many sessions are possible using the system parameters.

Screen Layout

Displayed below is the screen layout. The left hand side has a tree hierarchy of the menus available in the SAP system and the right hand side displays a logo. This logo is made available by your system administrator and cannot be set by an individual user.


Please note that the screen is defined in the system and is transported to the desktop or laptop at every logon. The data is compressed when transferred, however the initial logo should be no larger than 20 KB.

If you choose System àUser Profile àOwn Data and then select the page Defaults. Then you will see as below:-


An SAP screen contains screen elements such as:-

Command Field: Applications can be selected directly by entering transaction code in the command field. The command filed can be displayed or hidden.

Menu Bar: The upper line of each screen is called as menu bar in the SAP system. The menu displayed depends on the application currently in use.

Standard Toolbar: The buttons on the standard toolbar are available on every SAP screen layout. The buttons that cannot be used are grayed out. If you take the cursor on the buttons, the quick info appears with the name or meaning of the respective button.

Title Bar: The title bar names the function that is currently displayed.

Application Toolbar: Here you can see the buttons that can be used in the current applications.

Checkboxes: Checkboxes allow you to select several options from a group of fields.

Radio Button: You can select only one option at a time.

Tab/Tab Page: Tabs combine multiple entry screens of an application on one screen.

Status Bar: The status bar shows information about the current system status for example, warnings and errors.

Log Off

One can log off from any screen of the SAP system. You have various options for doing so, such as:

  • From the menu bar, choose System àLog Off.
  • If you have only opened one session choose from the system toolbar or from the top right of the menu list.

SAP Menu, User Menu, Favorites

After logging on to the SAP system, you can use the overview tree structure on the left hand side of the screen for selecting functions. This structure is divided into Favorites and SAP Menu, or Favorites and Role – Based ser Menu.


User Menu and Favorites

The user menu represents the working environment of a user and contains a limited selection of task specific functions. It can consist of transactions, reports, and Internet addresses. In context of the roles for user group, the system administrator creates the user menu. When the user is assigned to a role, he/she can work with their respective user menu and the authorization linked to it in the SAP system. Depending on the system settings, you can switch between a role based user menu and an SAP menu.

Favorite’s area is located next to the SAP menu or the user menu. The end user can change the favorites list as per his requirement, although the favorites list is empty to start with. The data in the favorites list is then visible only for this user. In addition to the transactions, links to the internet addresses and the data from their front end computers can be stored.

System and Help Menus

Both the System and Help menus a

re available on every screen of an SAP system in the same layout.



Many different system functions can be accessed using the System menu like, you can end your session by choosing System à Log off. By choosing System à Status you can receive the information about the relevant transaction code, receive information about your system and the function that is currently being executed.

From the Help menu, you have access to the online documentation. You can also display the release infos and configure the standard settings of your F4 help.

SAP Easy Access Settings

In order to make settings for SAP Easy Access, choose Extras à Settings. A dialog box will appear in which you can determine whether:

  • The favorite list appears before or after the menu.
  • A menu is displayed at all in addition to the favorites.
  • The transaction codes of the menu entries in the navigation area appear.
  • The start logo is visible on the right hand side of the screen.


Customizing the Local Layout


This allows you to use:-

  • Set Color in the System.
  • To select a different color scheme for your GUI.
  • Use a new design.
  • To define new color scheme.

Via Customizing of Local Layout à Options, you can, among other things, do the following:

  • You can determine the speed with which the information should be displayed and also which message (success message, warning message, and error message) are to be displayed on the Options tab page.
  • You can influence the behavior of the cursor on the Cursor tab page.
  • You can manage the input history on the Local data tab page.

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