Navigating and Using the SAP HR System


After completing this lesson, you will be able to:

  • Log on to an SAP system and navigate to the HR area
  • Identify and use help functions

SAP System Logon

SAP systems are client systems. The client concept enables parallel operation, in one system of several enterprises that are independent of each other in business terms. In organizational terms, a client is an independent unit in the system. Each client has its own data environment, including its own master data, transaction data, and assigned user master records.

To log on to an SAP client system, you must have a master record, associated with your user ID, stored in the client system.

The following table lists the details that you must provide at the time of log on:

ClientThe client system that you want to access. The client number appears by default.
UserThe unique ID that you need to log on to an SAP client.
PasswordThe secret combination of alpha-numeric characters or symbols that will help protect your user ID from unauthorized access. Note that the password at the time of entry is masked with asterisks for security reasons.
LanguageThe language in which you want to view your SAP system. The default language is the system default language.

Multiple log ons are always logged in the system for security as well as licensing reasons. If you attempt to log on more than once, a warning message appears, as multiple log ons are not recommended.

Log on to an SAP System

Business Example

As a new user of SAP, you need to familiarize yourself with the structures and processes that are used in HCM. For this reason, you must log on to the appropriate SAP system.

Learn how to log on to the appropriate SAP system by using your log on credentials.


  1. From the SAP GUI, select the appropriate system and double-click the system name.

  2. Enter the Client, User Name, Password and Language, choose Enter.

    If this is your first time logging on to a system, you may be prompted to change your password.

  3. Add the same new password into the New Password and Repeat Password fields. Remember the passwords are case-sensitive. Choose Transfer.

  4. If the dialog box for the Copyright is displayed, choose Continue.

  5. If the dialog box for system messages is displayed, choose Enter to continue to the SAP Easy Access screen.

Navigate to HR

In relation to the SAP system, the terms Personnel Module, Human Resources (HR), Human Capital Management (HCM), and Human Experience Management (HXM) are synonyms.

SAP Easy Access is the standard entry screen that you see after you log on to the system. You can navigate through the SAP Easy Access screen by using the various screen elements or by using your role-based menu, which is displayed on the left side of your screen.

Role-Based Menus

A role-based menu is represented by a different icon at the top left of the screen. If a role is assigned to you, the role-based menu defaults. If the SAP menu is open on your screen, you must select the role icon to see your role-based menu.

A role-based user menu contains the activities that the user can execute based on the role assigned to the user in the system.

A role describes a set of logically linked activities that a user may perform in the SAP system. The authorizations for the activities listed in the menus are assigned to the users using roles.

Roles are set up so that a user can work with user-specific menus.

If you are assigned to a role, you can choose to use your user menu or the standard SAP menu.

Screen Elements

The SAP Easy Access screen includes the following screen elements:

Explanation of each element:

Menu barThe menus shown in the menu bar depend on which application you are using. These menus contain cascading menu options.
Standard ToolbarThis toolbar displays the standard icons available on all SAP ERP screens. Icons that you cannot use on a particular screen are grayed out. If you place the cursor over an icon, a quick info text displays with the name or function of that icon. You can also see the corresponding shortcut key.
Title BarThis bar displays the function that is available.
Application ToolbarThis toolbar displays the icons that are available in the current application.
Status BarThis bar displays information on the current system status, for example, warnings or errors.
Command FieldTo call a system function, enter a transaction code in the Command field. Every function in SAP is a transaction code. You can access the assigned transaction code from any screen in the system. Find the transaction code for the function that you are working on by choosing Status under the System menu option.

SAP System Help

SAP systems provide comprehensive online help. You can access the help from any screen in the system by using the Help menu or the relevant icon.

The Help menu includes access to the following:

  • Context-Sensitive Application Help
  • SAP Library
  • Glossary

You can access the Help portal directly at SAP Help Portal

Field Help

If you need information on any field, menu, or message that appears in the SAP system, place your cursor in that field and press the F1 key. For information on what values you can enter, press the F4 key. You can also access F4 help for a selected field by using the button to the right of that field.

Use Field Level Help

Business Example

While updating your employees’ data in the SAP system, you need to find information about specific fields in the transaction that you are using. Use field level help to find this data.

Learn how to access and use field level help.


  1. Access the SAP Easy Access screen menu. Display the Organizational Assignment infotype (IT0001).

    From the SAP Easy Access screen, choose Human ResourcesPersonnel ManagementAdministrationHR Master Data and double-click PA20 - Display.

    You can also enter PA20 in the Command field or select the link if you have saved it as a favorite.

  2. In the Personnel no. field, enter your employee’s personnel number and choose Enter.

  3. If required, select the Core Employee Info tab. Select the Organizational Assignment infotype. You select an infotype by selecting the box to the left of the infotype name.

  4. In the application toolbar, choose Display to see the most recent record.

  5. Find help on specific fields in the Display Organization Assignment record. Use field level help for the Employee Group and Payroll Area fields.

  6. For the field explanation:

    Select the Employee Group field and then press F1. A description of the field is displayed. Close the Performance Assistant dialog box.

  7. For the list of possible entries:

    Select the Payroll Area field and then press F4. A list of Payroll Areas is displayed. Close the dialog box.

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