Getting Started: Overview [SAP for MIT Documentation on the Web]

SAP Modules
SAP stands for Systems Applications and Products. It is the name of both an online financial and administrative software and the company that developed it. SAP is made up of individual, integrated software modules that perform various organizational system tasks. MIT has customized and implemented the SAP modules that best suit its organizational needs.

Environments and Clients
An SAP environment is a completely self-contained version of the SAP database, designated for a specific purpose. As an SAP end-user, you will be working in the Production, Practice, and Training environments.

A client is a self-contained unit in an SAP R/3 system with its own separate master records and set of tables. You don't need to remember what client to use on Production; simply accept whatever the system defaults to on startup.

The following table lists the SAP system icons in the SAP Frontend folder and their use. As an end-user, you will probably be using only the highlighted servers for your work in SAP. They are described below.

System name System client Server name
Environment

PS1
same
same

same

030
same
same

same

Production-1

Production-2

Production-3
(future expansion)

Production-Batch
(limited use)

Production (see below)

SF2
025
sap-dev

Development - new programs are developed and tested before they are transported to the Quality Assurance environment (SF5). Routine system maintenance is also done here.

SF3 030 sap-staging1 Staging - staging and security by R/3 admin.

SF5 030
sap-tst

Quality Assurance - all system modifications and developments are completely tested here before going to the production environment.

SF6 030

sap-edu

Practice (see below)

SF7 100

sap-training

Training (see below)

SF8
SF9

025
030

sap-prototype1

sap-prototype2

Prototype - experimental and possibly disruptive configuration and business process modifications are done here.

Production (PS1)
The Production environment is where actual financial transactions take place and contains the "data of record" for MIT. The Production environment runs on several application servers: Production-1 and Production-2. If your school or non-academic department begins with A-L, choose Production 1. If your school or non-academic begins with M-Z, choose Production 2.

Production-1 and Production-2 are identical servers that share data and tables. Using multiple servers keeps the system from getting overloaded and provides a built-in backup in case one of the servers becomes unavailable. Production-3 has been reserved for future use. Production-Batch is used only for running batch jobs such as JV uploading or long reports.

Practice (SF6)
The Practice environment has the same functions and transactions as the Production environment, but contains specially created data to support practice exercises for SAP training classes such as Reporting and Basic Skills.

Training (SF7)
The Training environment also has the same functions and transactions as the Production environment, but contains specially created data for training examples and exercises. You will only use this environment when participating in SAP Training classes that are not conducted in SF6.

SAP Financial Terminology
Before you work in SAP, you need to understand SAP financial terminology.

In SAP there are three types of cost objects: Cost Center, Internal Order, and WBS (Work Breakdown Structure) Element.

Cost Center:	General or operating accounts are known in SAP as Cost Centers. Cost Centers are budgeted on the fiscal year.
Internal Order:	MIT Fund Accounts may be either Internal Orders or WBS Elements in SAP. A non-sponsored Fund Account (e.g., funding from the MIT Provost) is an Internal Order. A sponsored fund account (carrying a 4-digit sponsor code, e.g., a corporate fellowship program) is a WBS Element. These cost objects are used to track expenses for a particular activity. They are not tied to the fiscal year and some receive interest income.
WBS Element:	Research Accounts are WBS Elements in SAP. WBS Elements are funded by outside sponsors and are used to track costs of a particular research project over the entire span of its activity.
G/L Account:	G/L accounts are also called Cost Elements in SAP. They are a classification by expense or revenue type. In the CO (Controlling) module of SAP, cost element is used. In the FI (Financial) module, G/L account is used. These terms are used interchangeably for reporting, requisitions, and journal vouchers.

The following table compares the classic MIT terminology with the SAP equivalents. MIT Accounts are now referred to as cost objects in SAP.

For a complete list of classic system object code numbers and SAP G/L accounts, go to http://web.mit.edu/sapr3/docs/compare/ and select "Comparing the CAO System to SAP." In addition, a list of frequently used G/L accounts is in the SAP for MIT Quick Reference booklet. Contact fss-doc@mit.edu for a copy.

Transactional Data
Transactional data is data related to a single business event such as a purchase requisition or a request for payment.

When you create a requisition, for example, SAP creates an electronic document for that particular transaction. SAP gives the transaction a document number and adds the document to the transaction data that is already in the system. Whenever you complete a transaction in SAP, that is, when you create, change, or print a document in SAP, this document number appears at the bottom of the screen.

Tip

Always write down the SAP document number. If you need to view a document in the future, using the document number is the easiest way to find to it.

Master Data
Master data is a collection of information about a person or an object, e.g., a cost object, vendor, or G/L account. For example, a vendor master record contains not only general information such as the vendor's name, address and telephone number, but also purchase order-related information, such as payment terms and delivery instructions. Master data can only be entered and changed by authorized users. For instance, only Procurement personnel are authorized to maintain master data pertinent to purchasing.