SAP Terminology

Q: What is some key terminology I need to know when using SAP?

• What is meant by Environment, Master Data, Material Groups, Transaction Codes and other terms I find in the SAPgui?

Context

• SAP SAPgui Mac Windows

Answer

• Environment
  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 environment to perform your departmental business transactions, and the Practice environment for training purposes. The Production environment is where actual financial transactions take place and contains the "data of record" for MIT.

• Graphical User Interface (GUI)
  The SAP GUI is the software on your computer or local server that allows you to connect to one or more of the SAP environments.

• Master Data
  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 and address, but also specific information, such as payment terms and delivery instructions. Generally for end users, master data is reference data that you will look up and use, but not create or change.

• Material Groups
  Codes that classify goods and services by commodity or service type and are used by the Procurement Office for reporting purposes. For example, desks belong to the material group 1920 Furniture and Furnishings.

• User Profile
  The collection of authorizations a user or set of users has been granted in order to perform transactions related to their jobs. For example, someone designated as a requisitioner might only have the ability to create and change, but not approve, requisitions.

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

• Workflow
  A routing tool in SAP that forwards documents for review or approval. For example, a requisition that needs to be approved is sent to the appropriate approver's inbox. Workflow is also used to route journal vouchers, credit card charges, and other documents in SAP