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Facilities for Entering the Same Data Repeatedly
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SAP provides functions to ease the input of repetitive data, for example, when filling out invoices, material master records, orders, or even when creating users with similar data. Those facilities can be used with the Set data and the Hold data functions.
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Input Field Default Values with User Parameters For example, suppose you want to create users with the same profile. You can enter the data once and hold it, using this data for the creation of the rest of the users. The system can transfer automatically the held data to the corresponding input fields. These functions are located under the System User Profile menu. These functions are not available in all the screens. The system will display a message in the status bar when this occurs. With the Hold data function, users can change the data after it is transferred to the input fields. With Set data, changes are not possible. This means that Hold data is good for occasions when there are small differences in the fields. Set data has the advantage that the cursor skips over input fields with held data, so you don't have to move among fields. Data is held on a screen until a user decides to delete the held data or when the user logs off from the R/3 system. To hold the data on the screen, you first enter the data to be held in the input fields. Then, select System User profile from the menu bar. If you want to hold the data with the ability to change it, choose Hold data. If you want to hold the data without changing it and to skip the fields with held data, select Set data. If Hold data and Set data are not available, a message is displayed in the status bar. To delete the data held on a screen, go to the screen containing the held data to be deleted and choose System User profile Delete data from the menu bar.
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Input Field Default Values with User Parameters
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User parameters are other facilities that the R/3 system offers for fast data input. User parameters are associated with certain common fields of the system, but not all. For example, common input fields in many R/3 business applications are Company code, Plant, Purchasing group, and so forth. When you define a user parameter for a field, every time and in every screen that the same field appears, it will have the default value specified. In order to define these parameters, you have to know the technical details of the fields you want to set. To get the parameter name (PID), press the F1 function key for the field for which you want to set the value. This function displays a help screen for the field which includes the button Technical info in the bottom part. Clicking this button, you get the technical information screen for this field: table name, field name, and so on. Figure 5 18 shows an example of this screen. On the right hand side, you can see the Parameter ID field. In the example, this parameter is WRK which corresponds to the plant.
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Figure 5 18: Parameter ID field in the technical information screen.
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Getting Help in the R/3 System If you always work with the same plant, you can enter this parameter in your defaults. To do so, select System User profile Own data from the main menu. On this screen, click on the Parameters tabstrip, enter the parameter ID code and the default value. Upon pressing the Enter key, the system will automatically display the definition for the parameter, as shown in Fig. 5 19. Here, users can enter as many parameters as they like.
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Figure 5 19: Maintaining parameter ID values.
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R/3 includes many possibilities to get online help for almost every element of the system. Users can get help with entire applications, for specific functions, for glossary terms, fields, reports, messages, and so on. One of the standard menus in every R/3 window is the Help menu, from which users have several options to obtain help. Together with the Help menu, users can press the F1 function key or click on the button to get help on descriptions and explanations on fields, functions, messages, and so forth. Finally, users can obtain help when entering data in fields. The system often displays many fields either with possible entries lists or with matchcodes associated with them. Figure 5 20 shows the Help menu. Options included in the menu are as follows: Extended help. Links with detailed instructions for the tasks, normally calling the online documentation R/3 library. Links with the initial screen for the online documentation library Glossary. Contains definitions of common SAP terms related to the current task Release notes. Includes the release notes for the latest R/3 versions Getting started. Links to the section "Getting started with R/3" in the online documentation library Settings. For deciding whether to display help in a modal R/3 window or use an external help viewer. Help on help. Describes the features of the help system and how to use it
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